Admin Coordinator

Reporting directly to the CEO, the Administrative Coordinator plays a key role in ensuring the smooth and efficient operation of the organization. This full-time, exempt position is responsible for office management, building security, and coordination of maintenance and repairs. The role also includes handling weekly accounts payable and deposits, maintaining accurate financial and accounting records, and providing high-level administrative support to the CEO.

The Administrative Coordinator is a detail-oriented professional who approaches work with accuracy and reliability. As an active member of the team, this individual supports cross-departmental needs and contributes to the overall success of the organization in fulfilling its mission.

PRIMARY JOB RESPONSIBILITIES

Admin Finance

• Accurately enter accounts payable invoices and process weekly payments.
• Maintain accounts payable invoice records.
• Reconcile credit card statements, track and code each purchase, and coordinate timely payment.
• Work with all departments to make purchases and reconcile expenses.
• Prepare accurate bank deposits. Manage remote deposits.
• Work with accountant to ensure timely receipt of monthly statements, AP reports, detailed reports, monthly invoices and deposit reports.
• Collect bi-weekly time sheets, process team members’ time off requests, accurately enter payroll data into the payroll system.
• Collect monthly expense reports, review for accuracy, enter information to appropriate weekly register for AP.
• Assist with month-end and year-end closing duties including reconciling credit card expenses, team business expenses, and deposits and annual audit.
• Verify expenses to all vendors, code to proper accounts and prepare checks for signature.
• Work with the Resource Development (RD) team to ensure all donations are received and recorded timely and correctly and campaign envelopes are reviewed and processed properly.
• Retrieve cybergrants and donor reports from various databases for import to accounting.
• Support the RD team with administrative duties related to donation reporting and donor stewardship. This may include processing thank you letters, annual tax letters, billing for pledges as requested by donors, and providing information related to gift investments and impact to donors as required.
• Communicate with all stakeholders, both verbally and in writing, regarding pledges and payments.
• Prepare and mail monthly pledge reminders and donation acknowledgements.
• Prepare, process and track annual designation packets to include certifications and others requirements.
• Ensure segregation of duties to minimize errors and fraud.

Admin General

• Support the CEO as needed to improve utilization of time and increasing effectiveness in managing the organization, as well as providing support of key meetings.
• Serve as the greeter for individuals entering the office, manage all mail and telephone calls and respond to emails received through the website “contact us” portal, providing exceptional and compassionate customer service.
• Manage office supplies budget to track all expenses, manage planning for future needs and enhancements.
• Work with IT consultant to ensure technology functioning properly.
• Manage and track all insurance policies to ensure no lapse in coverage.
• Support new employee onboarding including inventory and key distribution, and assigning security codes, as needed.
• Develop, implement, and adhere to processes that improve workflow and creates a consistently safe environment for staff, volunteers and visitors.
• Maintain and track key organizational & financial documents according to the document and destruction policy. Organize & file with accuracy. Manage data room and office storage room.
• Manage the phone system to ensure the main phone’s message is current and staff phone’s voice mail is set up and used properly.
• Sort and distribute mail. Accept incoming packages and/or deliveries and manage contents by storing as appropriate with like inventory or delivering to appropriate recipients.
• Provide administrative support to the team, as needed. Help coordinate and arrange meetings, prepare documents, reserve and prepare meeting space, order food/beverages, and generally assist with coordination and execution of meetings, as needed.
• Ensure confidentiality of all personnel and organizational information.
• Resolve day-to-day operational matters. Keep up to date with general office equipment functionality.

Facility

• Manage kitchen, facility operations, maintenance, and security, and all vendors to ensure a safe, clean and well-functioning facility, at all times.
• Ensure alarm and camera system is operational at all times. Be responsive to alarms.
• Manage facility safety and operations and provide training to team and volunteers at least once per year, and for all new employees.
• Ensure adherence to the office security policies and procedures.
• Manage facility budget to track all expenses, manage planning for future repairs and enhancements as well as routine work.
• Coordinate the purchase of all supplies, manage inventories and track all expenses.
• Coordinate and schedule maintenance and cleaning activities to ensure facility is clean, safe, and sanitary.
• Coordinate assigned activities with outside contractors and vendors, as needed.
• Communicate with all tenants and staff regarding activity that may impact building and parking during normal work hours.
• Provide support to tenants, as needed to ensure lease is fully supported and renewals are managed timely.

Education and Experience:

• High School Diploma or GED required. Associate degree, preferred.
• One to three years’ office experience, preferred.
• Proficient with Microsoft Office (specifically Outlook, Word, Excel, and PowerPoint) is required; must have strong technical and analytical skills, and ability to plan and manage multiple tasks.
• Work requires the ability to properly read and write well enough to type, edit, and proof general business correspondence and prepare reports.
• Position requires solid organizational, interpersonal, and communication skills.
• Knowledge of business office procedures, and familiar with basic accounting concepts.
• Excellent communication skills both verbal and writing.

Qualifications

• Skill in establishing and maintaining working relationships with the team, volunteers, vendors and visitors.
• Highly motivated with great organizational skills.
• Demonstrates appropriate customer service attitudes and services in a variety of work settings.
• Proficient in word processing, spreadsheets, Internet and presentation software.
• Demonstrates a results orientation for delivering appropriate products and services in an accurate, complete and timely fashion.
• Must be skilled in written and verbal communications, requiring the ability to read and write effectively and efficiently.
• Extremely detail oriented with the ability to organize, prioritize, and meet deadlines.
• Able to follow directions and work independently or with a group.
• Knowledge of and experience with UW is desired.
• Must have valid driver’s license, proof of auto insurance, and provide own transportation. Individuals are required to operate their vehicle observing legal and defensive driving practices.
• Energy and enthusiasm are a must.
• Values diversity and inclusion.
  

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Moves about inside the office to attend meetings, access file cabinets, office machinery, etc.
• Frequently operates a computer and other office machinery to compile and retrieve information, to draft and write, and to handle general and confidential paperwork.
• Occasionally positions self to reach files, binders, etc. above the head and/or near the floor.
• Occasionally must lift and/or move up to 40 pounds.
• Constantly uses vision abilities including: close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Frequently exchanges information in person and/or in writing via telephone and computer.
  

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to work in a typical office setting and is occasionally exposed to outside weather conditions. The noise level in the work environment is usually at average levels.

The information in this job description is designed to indicate the general nature and level of work performed by the employee and does not list all duties of the specific job. You will be assigned other duties. This is not a contract for employment. United Way of Greater Baytown Area & Chambers County is an at-will employer. This job description may be revised by your employer any time.