EDC Office Coordinator

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.

Qualifications:

DUTIES AND RESPONSIBILITIES

Board & Meeting Support 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. Administrative & Office Operations 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. Finance & Procurement Support 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 Records & Compliance 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. Project & Communications Support 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

SKILLS & QUALIFICATIONS

Qualifications 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. Core Competencies

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 solutions-oriented under pressure, resourceful.

Team Mindset:

Supports the Executive Director and City partners in achieving corporate goals.

WORKING CONDITIONS

The work is in-office from 8am-5pm Monday through Friday. The candidate must be able to attend the occasional evening meeting to support Community Development planning projects, and with notification attend the monthly Board meeting (in person) on the second Thursday of the month from 4:00PM to 7:30PM. Notice of any evening meetings will be given well in advance for planning. Travel for additional off-site meetings or training may occur but no more than 10% in a calendar year.

PHYSICAL REQUIREMENTS

Position requires exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and the following physical abilities: fingering, hearing, mental acuity, reaching, repetitive motion, speaking, talking, and visual acuity.

DIRECT REPORTS

None

BENEFITS

Medical/Dental/Vision/ADD/Life, Paid Time Off, Paid Holidays, TMRS Retirement Plan