Melbourne Main Street is seeking a highly organized, proactive, and detail-oriented Administrative & Operations Manager to oversee the organization's internal operations, financial administration, membership, external affairs, compliance, and board support functions.
This role is central to the organization's success and stability, serving as the operational backbone of Melbourne Main Street. The Administrative & Operations Manager manages day-to-day administrative, financial, compliance, and systems-based responsibilities while supporting the Executive Director, Board of Directors, committees, members, and community partners. This role will be responsible for everything related to the MMS membership program, including registration, communications, member-relations, outreach, etc.
This position requires discretion, strong organizational skills, comfort working across multiple functional areas, and the ability to manage priorities independently in a fast-paced nonprofit environment.
Responsibilities Financial & Administrative Operations
* Manage Accounts Payable and Accounts Receivable, including coding and submitting invoices to the organization's accounting firm (Jitasa), depositing checks, and maintaining organized financial records.
* Prepare and manage outgoing invoicing, filing, and general financial documentation.
* Support annual budgeting and financial tracking in coordination with the Executive Director and Treasurer.
Compliance & Reporting
* Serve as the primary point of contact for compliance-related reporting, including Florida Main Street, Community Redevelopment Agency (CRA), Tourist Development Council (TDC), and other funding or regulatory entities.
* Coordinate quarterly and annual reporting, maintain compliance calendars, and ensure timely submissions.
* Assist with contract review and coordination with legal counsel when required.
Board & Governance Support
* Coordinate monthly Board of Directors meetings, including scheduling, agendas, supporting documentation, virtual meeting setup, and meeting minutes.
* Manage Board member correspondence, voting records, attendance tracking, and monthly documentation for approximately 15 Board members.
* Support annual reporting and community-facing reports in coordination with staff and contractors.
Office & Operations Management
* Oversee general office operations, including ordering supplies, organization, records management, and coordination of office maintenance and cleaning.
* Manage calendars, scheduling, and administrative coordination for leadership and organizational needs.
* Serve as the front desk point of contact, managing phone calls and info@ emails professionally and efficiently.
HR & Internal Support
* Maintain employee files and support payroll-related documentation.
* Track vacation and time-off records.
IT, CRM & Systems Management
* Coordinate IT support and manage technology-related vendor contracts.
* Research, design, implement, and maintain the organization's CRM system and related data processes.
* Support internal systems, Microsoft Teams meeting hosting, and digital tools used across the organization.
Membership, Grants & Program Support
* Support membership management, renewals, and recordkeeping.
* Assist with grant research, applications, and reporting requirements.
* Oversee contractor coordination for the Visitor Guide, including publication management and design timelines.
Event & Marketing Support
* Provide administrative and operational support for events, marketing initiatives, and promotions as needed.
* Assist with event logistics, documentation, and coordination in collaboration with the Director of Marketing & Events.
Qualifications
* Minimum of 5 years of experience in nonprofit administration, operations management, office management, or a related field.
* Strong experience with financial administration, compliance tracking, and organizational operations.
* Excellent organizational, communication, and time-management skills.
* High level of professionalism, discretion, and attention to detail.
* Proficiency with Microsoft Office, Google Workspace, CRM systems, and virtual meeting platforms.
* Ability to work independently, manage multiple priorities, and collaborate effectively with leadership and boards.
Preferred Qualifications
* Experience working with nonprofit boards and committees.
* Familiarity with Main Street programs, government reporting, or grant-funded organizations.
* Basic understanding of accounting processes and vendor management.
Compensation
$25 hourly
About Reach Commercial
Melbourne Main Street is a 501(c)(3) nonprofit organization and an accredited Florida and National Main Street program dedicated to revitalizing and strengthening Downtown Melbourne. Guided by the nationally recognized Main Street Four-Point Approach—Organization, Design, Promotion, and Economic Vitality—the program fosters a thriving district that blends history, business, culture, and community.
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