EDC Office Coordinator

Job Title: EDC Office Coordinator

Classification: Full-time, non-exempt

Reports to: EDC Director

The Office Coordinator keeps the Magnolia EDC/CDC offices running smoothly day-to-day and supports board operations, budgeting, procurement, records, and public-facing communications. This role serves as the operational backbone for corporate organization, meeting logistics, document control, invoices and payables, and vendor coordination.

• Prepare agendas, packets, and public notices for 4A/4B meetings and workshops in compliance with the Texas Open Meetings Act (TOMA), including posting by statutory deadlines.
• Coordinate meeting logistics (room, AV, presenters, sign‑in sheets), take minutes, track action items, and manage follow‑ups.
• Maintain board rosters, annual calendars, training certificates, and conflicts disclosures.
• Support monthly close‑out by transmitting executed contracts, payables, and tracking deliverables.

• Serve as first point of contact for walk‑ins, calls, and general inbox; triage inquiries to staff and track responses.
• Manage meeting preparations, supply inventories, and office equipment (including printers).
• Oversee vendor onboarding and service contracts (copiers, IT, landscaping, etc.).
• Organize Public Information Requests and responses as received with the City Secretary’s Office.

• Process purchase orders, credit card reconciliations, invoices, and check requests; coordinate with the bookkeeper on coding.
• Assist with budget tracking, monthly financial packets, and basic grant documentation (match tracking, invoices, reimbursement packets).
• Obtain quotes in line with City/EDC purchasing thresholds; maintain W-9s and vendor files.

• Maintain organized digital and physical records per the City’s Records Retention Schedule.
• Log and coordinate Public Information Act (PIA) requests; gather responsive documents and route for review.
• Track agreements (MOUs, interlocal, easements), insurance certificates, renewal dates, closing deadlines, and title company communications.

• Assist with outreach materials (mail merges, sign‑in forms, flyers) and maintain contact lists (stakeholders, HOAs, businesses).
• Update routine web or social posts for meeting notices, surveys, and public announcements (as directed).
• Support public meetings, including attendance, open‑house sign‑ins, and post‑event documentation.

• 3+ years of progressively responsible administrative/office management experience; municipal, nonprofit, or special‑purpose district experience preferred.
• Working knowledge of the Texas Open Meetings Act, Public Information Act, and records retention requirements.
• Proficiency with Microsoft 365 (Word, Excel, PowerPoint, Outlook), PDF tools, and shared‑drive organization; basic comfort with website/social posting.
• Experience with accounts payable/receivable workflows and purchase order processes; familiarity with municipal finance software a plus.
• Strong writing, proofreading, and document formatting skills; meticulous attention to detail.
• Experience drafting and preparing legal documents related to municipal government.
• Ability to handle sensitive information with discretion and maintain professionalism with residents, vendors, and officials.

• Organization & Follow‑Through:
  Creates checklists, strong calendar management experience, meets statutory deadlines, and closes loops.
• Clear Communication:
  Does not wait till the last minute, comfortable asking for clarification and direction as needed, coordinates if issues arise, team player mindset.
• Customer Service:
  Calm, courteous, and…