Admin Coordinator

We are seeking a highly organized and detail-oriented Administrative Coordinator to support our CEO and ensure the smooth daily operations of our organization. This role combines financial administration, executive support, donor processing, office management, and facility oversight.

The ideal candidate is accurate, dependable, service-oriented, and comfortable managing multiple priorities in a fast-paced environment. This position plays a key role in supporting our team and advancing our mission.

Key Responsibilities

Financial & Accounting Support

• Process accounts payable, weekly payments, and deposits
• Reconcile credit card statements and vendor accounts
• Enter payroll data and maintain timesheet records
• Assist with month-end, year-end, and audit preparation
• Maintain accurate financial records and coding
• Coordinate reporting with external accountant

Donor & Administrative Support

• Process and record donations and pledges
• Prepare donor acknowledgements, tax letters, and reminders
• Generate donor and grant reports
• Support stewardship communications and compliance practices

Office Administration

• Provide administrative support to the CEO
• Coordinate meetings, prepare materials, and manage logistics
• Serve as first point of contact for visitors, calls, and website inquiries
• Maintain document management systems and ensure confidentiality
• Support employee onboarding and administrative processes
• Manage office supplies, phone systems, and insurance tracking

Facility & Operations

• Oversee maintenance, security systems, and vendor coordination
• Manage facility and office budgets
• Coordinate cleaning, repairs, and safety compliance
• Ensure adherence to security policies and procedures

Skills & Competencies

• Strong attention to detail and accuracy
• Proficiency in Microsoft Office (Excel required)
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines
• High level of integrity and confidentiality
• Strong organizational and problem-solving skills

What We’re Looking For

• A proactive professional who takes ownership of responsibilities
• A collaborative team player who supports cross-departmental needs
• Someone who thrives in a mission-driven environment
• A trusted partner to leadership and staff

Benefits

• Competitive salary
• Paid time off and holidays
• Health benefits
• Professional development opportunities