Records Management Coordinator

We are looking for a Records Management Coordinator to support administrative operations for a non-profit organization in south Orange County. This is a long-term contract position.

About the role

This role is ideal for someone who brings strong organizational skills, sound judgment, and the ability to keep meetings, documentation, and payment-related tasks running smoothly. The role requires someone who is detail-oriented and can coordinate schedules, prepare materials, and provide dependable day-to-day administrative support.

Responsibilities

• Organize and maintain administrative records, documents, and correspondence to ensure information is accurate and easy to retrieve.
• Prepare meeting packets, supporting documentation, and agenda materials in advance of scheduled discussions and committee sessions.
• Attend meetings as needed and produce clear, timely minutes that capture key decisions, action items, and follow-up needs.
• Create and coordinate certificates of recognition and related materials for internal or community-facing acknowledgments.
• Process payment requests with accuracy, verifying supporting details and submitting documentation in a timely manner.
• Manage calendars, schedule meetings, and coordinate logistics to support efficient daily operations.
• Respond to inbound calls and routine inquiries in a courteous manner, directing requests to the appropriate contacts when needed.
• Provide broad administrative assistance to help maintain organized workflows across the team.

Requirements

• Prior experience in an administrative, coordination, or office support role.
• Demonstrated ability to prepare agendas, assemble meeting materials, and document minutes accurately.
• Experience handling payment-related paperwork or administrative forms with strong attention to detail.
• Proficiency in calendar management, scheduling, and coordinating multiple priorities.
• Strong written and verbal communication skills, including clear and courteous phone etiquette.
• Ability to manage records and maintain organized documentation in a fast-paced environment.
• Comfortable working independently while also supporting a team-oriented non-profit setting.

Benefits

• Medical, vision, dental, and life and disability insurance.
• Eligibility to enroll in the company 401(k) plan.

All applicants must be legally authorized to work in the United States.