{"id":2443545,"url":"https://alion.io/job/firefly-learning-office-coordinator-part-time-20hrs-per-week","title":"Office Coordinator (Part Time - 20hrs per week)","company":{"id":172218,"name":"Firefly Learning","domain":"fireflylearning.com","url":"https://alion.io/company/firefly-learning","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"part_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Miami, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":40000,"max_usd":68000,"period":"year","method":"role_country_seniority_unknown","sample_n":138},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Canva","optional":false},{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-10-13T12:50:02Z","employer_posted_date":"2026-10-13","last_verified_at":"2026-10-21T04:58:20Z","board_verified":true,"closed_at":null,"days_open":7,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":7},"description":"About Veracross:\nVeracross provides SaaS-based School Information Systems (SIS) designed to meet the specific needs of independent K-12 schools worldwide. Our one-record solution combines the power of a fully integrated single-record database, personalized communication tools, and an elegant architecture that is unique in our industry.\nWe are a growing, values-led community of 350 employees in the US, UK and Australia who share a vision to unify school communities, improve the quality of education, and enhance learning. And we’re succeeding! As of early 2025, we are supporting 3200+ schools in 60 countries.\nVeracross is five product brands in one global tech company\nVeracross SIS is a one-person, one-record school management platform\n Magnus Health provides cloud-based Student Health Record (SHR) solutions\nDigistorm connects with their communities through Digistorm Websites, Digistorm Funnel, and Digistorm Apps.\nEpraise incentivizes student well-being and connects teachers, students, and families.\nFirefly provides an online learning space for students and teachers\nPosition Overview\nThe Office Coordinator plays a vital role in ensuring the smooth, safe, and efficient day-to-day operations of the office. This position combines administrative excellence with strong organisational and interpersonal skills to support teams, coordinate office logistics, and foster a positive and compliant workplace environment.\nThis position is located on-site, out of our office in Miami, Gold Coast.\nThis is a part-time role, 4hrs per day / 9am to 1pm / 5 days a week, reporting to the HR Manager.\nKey Responsibilities\nAdministrative Support\nManage calendars and schedule internal and external meetings. \nCoordinate office activities and ensure seamless daily operations. \nProvide general administrative and clerical support to management and staff. \nCreate, manage and support travel bookings & changes in a timely manner. \nOffice Operations\nOversee office supplies, equipment, and general maintenance to ensure a functional workspace. \nLiaise with building management and vendors to resolve facility and maintenance needs. \nMonitor and manage operational expenses within budget. \nReception Duties\nGreet & welcome visitors to the office \nManage incoming and outgoing correspondence, including email, mail, and packages. \nHandle inquiries, directing them appropriately. \nRecords Management\nMaintain accurate records, databases, and filing systems (both physical and digital). \nEnsure document confidentiality and compliance with record-keeping policies. \nSupport data entry and administrative record maintenance. \nFinancial Administration\nProcess invoices, purchase orders, and office-related expense claims with Finance. \nTrack, reconcile, and report on office expenditures. \nHR Support\nAssist with onboarding new employees and preparing welcome materials. \nCoordinate staff training, team events, and employee engagement activities. \nSupport IT with equipment orders and delivery. \nEvent Planning\nPlan and coordinate internal events such as team-building activities, staff celebrations, and company-wide meetings. \nManage logistics, catering, communications, and setup for events. \nEnsure all events align with company culture and values. \nDesign & Communication\nCreate visually appealing presentations, invitations, and internal communications using Canva or similar tools within established brand guidelines.\nSupport company-wide announcements, newsletters, and internal campaigns. \nContribute to enhancing workplace culture through clear, engaging communication. \nProject Coordination\nProvide logistical and administrative support for team projects and company initiatives. \nAssist in tracking progress, deadlines, and deliverables. \nFacilitate collaboration between departments to ensure project success. \nWorkplace Health & Safety Management\nMaintain a safe and compliant workplace in line with health and safety regulations. \nConduct regular safety checks and coordinate emergency procedures (e.g., fire drills, first aid readiness). \nLiaise with building management and external contractors on safety and compliance matters. \nMaintain safety documentation, incident reports, and risk assessments. \nPromote a culture of safety awareness and ensure all staff understand and follow WHS protocols. \nRequirements\nBusiness/Administration Qualification or Proven experience in office administration/related role. \nExcellent organisational and multitasking abilities. \nStrong interpersonal and communication skills. \nProficiency in Microsoft Office Suite and Canva. \nKnowledge of workplace health and safety practices and compliance. \nExperience managing invoices, budgets, and supplier relationships. \nAttention to detail and a proactive, solutions-oriented approach. \nBenefits\nThe best tools to get the job done!\nWhen you join Veracross, you get a Macbook Pro, a 32-inch monitor, and an adjustable desk and Herman Miller chair for the office.\nGrowth opportunities!\nVeracross is growing fast, allowing you to own your role and grow with us! Operating within a global team, there are opportunities for professional development allowing your skills to grow as the business grows.\nWork/life balance\nManagement encourages taking hour-long lunches and finishing on time and understands that you have a life outside of work. You can take the day off for your birthday and get a $100-a-year allowance for well-being. Massage, anyone?\nParental leave policy\nAs part of Veracross parental leave policy, you’re eligible for paid leave as a primary parent and secondary parent when you welcome a new child into your family. This is available after 12 months in a full-time role.\nMake a difference\nOur work makes a positive contribution to our schools, their students and their families around the world!\n Snacks, drinks & coffee\nDigistorm’s (Veracross) Gold Coast HQ offers a coffee machine, snack bar and fully stocked drinks fridge to keep energy levels high! Vege chips, kombucha, almond milk, cookies; you name it, they have it.\n Culture\nThe Veracross team is fun, relaxed, and sociable, reflected in the casual dress code and social events. The office has an open floor plan, which allows for cross-team communication and a collaborative environment. 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