Administrative Coordinator Job Springfield area,Massachusetts USA,Administrative/Clerical

Pay Rate: $18.04/hour, 20 hours per week

Reports To: Executive Director

Work Modality: in-person

Created/Revised: May 2026

Mission

The mission of Dress for Success of Western Massachusetts (DFSWM) is to empower women and gender non-binary individuals to achieve economic mobility by providing a network of support, professional attire, and development tools to help them thrive in work and life

Primary Purpose

The primary purpose of the Administrative Coordinator is to make a positive first impression of DFSWM both at the door and on the phone, use creativity and innovation to maintain a progressively welcoming, neat, and organized work environment, and to manage data efficiently and according to set policies.

Core Responsibilities Reception

Greet all participants/potential participants and guests warmly and assist them efficiently
Answer phones professionally and return missed calls within 24 hours
Schedule appointments for the Boutique and Career Center
Greet and assist all clothing donors per procedures

Data Management

Update and maintain databases for participants, volunteers, and donors
Update and maintain email communication lists
Provide monthly donation reports to the bookkeeper
Process financial transactions according to procedures
File documents in compliance with policies and procedures
Maintain organizational calendars

Office Space Oversight

Ensure a safe, welcoming, and attractive environment
Maintain a stocked snack/coffee/tea bar
Track and purchase office supplies, document trends, and recommend improvements
Monitor the general email box and respond to inquiries within 24 hours
Check the PO Box no less than once per week

Assist the Executive Director as Needed Organizational Responsibilities

Demonstrate DFSWM core values, including integrity, respect, inclusion, collaboration, and innovation
Perform all other duties as assigned

Education and Experience

Education/Certification:

High school diploma or equivalent

Administrative Certification or equivalent

Experience:

2 years of administrative, secretarial, or office management experience

Experience working with people in or recovering from trauma

Required Skills

Exemplary customer service

Excellent verbal and written communication skills

Proficiency in Microsoft 365

Strong organizational skills including the ability to manage multiple priorities at one time

Strong database management skills and ability to learn new systems efficiently

Bilingual in English and Spanish preferred

Working Conditions

Office environment and work in the community at both indoor and outdoor meetings and events
Ability to reliably travel to and from meetings, trainings, and work-related events required
Some after office hours and weekend work will be required

Physical Demands

Some sedentary work, walking, and standing are required
Must be able to lift 20 lbs.

Schedule

10:00am – 2:00pm Monday through Friday, unless otherwise specified for community engagement, after-hours workshops, or events
Work is in-office with the exception of community events

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