Sunday, 04 December 2022

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CAIR-Florida is Hiring an Office Administrator - Tampa Office

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It's the right time to join the largest and strongest Muslim #CivilRightsOrganization in Florida!

Job Description

Reporting to the Community Planning & Development Director, the Office Administrator will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Administrator is responsible for ensuring proper intra-office communication protocols are followed, streamlining administrative procedures, inventory control, and supports the directors by carrying out general administrative duties. Maintains a positive and friendly company image by acting as the first line of contact to visitors, customers, and vendors in person, online, and via telephone.

The Office Administrator is an energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

• Generally the point person for office organization, maintenance, bulk mailing, shipping, supplies, equipment, bills and errands
• Provide general support to visitors and callers
• Handle customer inquiries and complaints
• Coordinate staff schedules, appointments and bookings
• Organize and schedule staff meetings and trainings
• Schedule and coordinate travel arrangement for staff members
• Attend meetings for taking and maintaining meeting minutes and list of action items
• Organize office operations and procedures
• Coordinate with IT department on all office equipment maintenance and software related issues 
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Monitor, order and maintain office supplies inventory
• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers
• Perform review and analysis of special projects and keep the management properly informed
• Responsible for developing standards and promoting activities that enhance operational procedures
• Assist with the development and administration of human resources plans and procedures 
• Create and maintain staff members personnel files
• Organize orientation and training of new staff members to ensure they complete new hire pack and understand organization policies and employee handbook
• Coach and mentor office staff on office policies and procedures
• Responsible for recruiting interns for the office and providing orientation and training to new employees
• Design and implement filing systems and ensure filing systems are maintained and current
• Oversee adherence to office policies and procedures
• Maintain a safe and secure working environment
• Assist with donor relations processing and campaigns
• Participate actively in the planning and execution of events
• Establish and monitor procedures for record keeping
• Ensure security, integrity and confidentiality of data
• Other duties as assigned for the general support of CAIR Florida’s mission

Strengthen Community Relations:

Actively engage and energize CAIR Florida clients stake holders, shareholders, board members, event committees, alumni, partnering organizations, and funders by attending community events when needed. 
Office Administrator Skills and Qualifications:
Prior office management experience and HR experience preferred. Office Administrator must have: strong attention to detail; ability to work without supervision; excellent time management skills; exceptional communication and customer service skills. The following technical skills are required: proficiency with Microsoft Office programs; strong prioritization and organization skills; ability to handle confidential information; strong record keeping skills; presentation skills, including welcoming guests to events; ability to multitask are all required for this position.

If you are interested in applying please submit your cover letter and resume to Majda Rahmanovic, Community Planning and Development Director, This email address is being protected from spambots. You need JavaScript enabled to view it.
8076 56th St N


*Graphic Credit:
Vector Art by Vecteezy!

General Email: 
[email protected]

For legal assistance text:

To Donate:

Call 833.CAIRFLA (833.224.7352)

Mailing Adrress:
8076 N 56th St., Tampa, FL 33617 (Main Office)

CAIR Florida office locations:

Sunrise – Fort Myers – Tampa – Orlando – Panama City