Administration & Grants Specialist – Full-Time

Administration & Grants Specialist – Full-Time

Location: Miami Design Preservation League, 1001 Ocean Drive, Miami Beach, Florida

Employment Type: Full-Time
Salary Range: $65,000–$75,000
Reports To:

The Miami Design Preservation League (MDPL) is a nonprofit organization dedicated to protecting, preserving, and promoting Miami Beach’s historic architecture, neighborhoods, and cultural heritage. Through advocacy, education, museum programming, walking tours, preservation initiatives, and community engagement, MDPL works to ensure that Miami Beach’s unique architectural legacy is preserved and celebrated for future generations.

The Administration & Grants Specialist serves as a key member of the administrative team and reports directly to the Executive Director. This position is responsible for coordinating many of the organization’s day-to-day administrative and operational functions, including grant administration and compliance, organizational reporting, membership administration, financial recordkeeping, office operations, and executive support.

As a small nonprofit organization, every team member plays an important role in ensuring smooth daily operations. The successful candidate will be resourceful, adaptable, proactive, and comfortable managing multiple priorities while maintaining exceptional attention to detail. This position serves as an internal coordinator who helps keep projects moving, systems organized, deadlines met, and organizational operations running efficiently.

We are seeking a highly organized, detail-oriented professional who is passionate about our mission and enjoys helping a small nonprofit organization thrive. This is an excellent opportunity for someone who values meaningful work, enjoys managing multiple responsibilities, and takes pride in supporting an organization that makes a lasting impact on the community.

• Track grant deadlines, deliverables, reporting requirements, and compliance obligations.
• Research and track prospective grant opportunities to support the organization’s grant pipeline and fundraising strategy.
• Prepare and submit grant reports, reimbursement requests, and supporting documentation.
• Maintain organized grant and compliance files and documentation.
• Coordinate with staff, consultants, funding agencies, and public partners to gather information for grant, contract, and organizational reporting.
• Compile operational data and supporting materials for board, government, funder, and partnership reports.
• Assist with annual organizational filings and reporting requirements, including quarterly reports to the City of Miami Beach.

Executive & Administrative Operations

• Provide direct administrative support to the Executive Director, including calendar management, correspondence, scheduling, travel, and meeting coordination.
• Prepare reports, presentations, agendas, meeting materials, organizational documents, and routine correspondence.
• Support day-to-day administrative operations, including office systems, procedures, workflows, and special projects.
• Maintain organizational records, filing systems, document retention, policies, procedures, and administrative deadlines.
• Coordinate office operations, including supplies, equipment, vendors, service providers, maintenance, contracts, insurance, permits, and organizational licenses.
• Assist with technology administration, including user accounts, software subscriptions, and coordination with outside IT vendors.
• Support onboarding of employees, interns, and volunteers by coordinating paperwork, technology access, and orientation materials.
• Maintain confidential personnel and organizational records.
• Maintain accurate financial records using Quick Books, including…