Administrative Coordinator Position Available In Sagadahoc, Maine

Administrative Coordinator Coastal Rivers Conservation Trust Opening posted: 05/12/2025 |

Expires:

06/02/2025

Coastal Rivers Conservation Trust Mission:

Caring for the lands and waters of the Damariscotta-Pemaquid Region by conserving special places, protecting water quality, creating trails and public access, and deepening connections to nature.

Position Description:

The Administrative Coordinator is a team player and problem solver at the administrative core of Coastal Rivers, working in close coordination with the Operations and Development Director, bookkeepers, communications and development staff, and volunteers, to maintain a smooth-running, effective, and enjoyable office environment. The Administrative Coordinator also has an outward-facing role: coordinating and assisting with events, and maintaining strong community, member, volunteer, and partner relationships.

Note:

This position is based primarily in the office in Damariscotta. Occasional evenings and rare weekend days are required.

Compensation:

$30,000 to 35,000 salary (depending on experience) for 24 hrs/week OR $24-28/hr.

Other Benefits:

Paid holidays, sick time, vacation, health insurance (vision and dental included), short and long term disability, life insurance, SIMPLE IRA match
Membership to the local YMCA
Significant discount on summer day camp registration and other member programs
Opportunities for paid training to develop professional skills
Flexible work hours: Coastal Rivers offers flexible working hours to better align with employees’ lifestyle and personal commitments, in an effort to foster a healthy work-life balance Duties and Responsibilities The Administrative Coordinator is responsible for overseeing day-to-day administrative tasks within the Damariscotta office. They’re a team player who is willing to pitch in where needed and support the rest of the staff in advancing the mission of Coastal Rivers.

This position will:

Act as office representative to ensure the office is running effectively
Provide administrative support to staff, including preparing and printing documents, scheduling meetings, and setting up meeting rooms
Coordinate space rentals and be available (occasionally) for after-hour events
Maintain office systems and equipment with communication to vendors
Create and communicate policies and procedures
Manage/monitor phone reception effectiveness in coordination with front office volunteers – act as reception for the office when front desk is not covered
Manage/monitor info@ and billing@ email inboxes
Process incoming invoices and prepare weekly bookkeeping packet
Process incoming checks with Development staff
Provide donation entry support to Development staff during peak periods
Make day-to-day decisions within the scope of work assignments and prioritize work independently
Demonstrate sensitivity in handling confidential information
Serve as a team member for assigned projects

Education and Experience:

Associate’s degree plus 1-year experience or equivalent combination
Experience managing diverse activities to meet deadlines
Experience providing administrative support, including some or all the following: phones/customer service, mail distribution, equipment maintenance, coordinating travel arrangements and meetings, or organizing files
Experience working and communicating with a wide range of people
Experience writing, editing, and proofreading written materials

Additional Qualifications and Skills:

Commitment to the mission, vision, and values of Coastal Rivers Multilingual skills and multi-cultural or cross-cultural experiences are appreciated
Excellent interpersonal communication skills and a strong customer service focus (courteous, personable, tactful, and able to deal effectively and sensitively with all levels of staff and public)
Interest and ability in incorporating a diversity, equity, and inclusion lens when communicating and making decisions
Demonstrated flexibility to changing situations and priorities
Sound judgement, discretion, and a sense of humor
Meticulous attention to detail, organization, and recordkeeping
Excellent computer skills, including proficiency with Microsoft Office products, Google Workplace suite, Adobe Acrobat or equivalent, QuickBooks Online, and donor databases
Interest in learning new technology and skills
A valid driver’s license, proof of insurance, and reliable transportation

Bonus:

familiarity with non-profit administration and volunteer coordination Applications Due by: May 23, 2025 (or until filled)

Contact:

Susan Takano, Operations & Development Director, stakano@coastalrivers.org How to

Apply:

Please submit as an attachment by email (subject line: “Administrative Coordinator Application”) a single PDF file containing, in order, 1) a one-page cover letter, 2) a resume of no more than two pages, and 3) a list of three references with full contact information. No phone calls, please. References will only be contacted if the candidate is selected for a final interview. Coastal Rivers is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, gender identity, gender expression, sexual orientation, age, size, national origin, disability, or any other protected characteristic as established by law. Additionally, Coastal Rivers strives to foster an inclusive workplace. People from diverse backgrounds, including those traditionally underrepresented in conservation leadership, are encouraged to apply.