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Administrative Coordinator

2 months ago

Mount Vernon, Maine, United States TRAVIS MILLS FOUNDATION Full time
Position Overview

Job Type: Full-time, in-office
Compensation: Starting at $23.00 per hour, commensurate with experience.

Role Summary:

The Office Operations Supervisor plays a crucial role in ensuring the smooth functioning of daily office activities. This position involves meticulous management of financial records, delivering outstanding service to our supporters, and juggling multiple tasks to meet organizational objectives. The ideal candidate will demonstrate sound judgment, strong communication abilities, and a commitment to being a reliable team member within a dedicated non-profit organization.

Key Responsibilities:
  • Manage all financial accounting tasks utilizing QuickBooks Online.
  • Process donations through various banking methods, ensuring accurate financial documentation.
  • Collaborate with the Fundraising and Development Team to input data into Salesforce and manage sponsorships and pledges via QuickBooks Online.
  • Handle all incoming and outgoing mail, including shipping for orders and materials.
  • Respond to general inquiries and communications promptly and professionally.
  • Prepare weekly Accounts Payable check runs.
  • Oversee the eTreasury platform to safeguard the organization’s funds.
  • Timely entry of expenditures into QuickBooks Online, ensuring accurate financial tracking.
  • Maintain organized financial documentation for audit readiness.
  • Monitor credit card transactions daily to prevent fraud and ensure accuracy.
  • Verify and apply credits to vendor invoices accurately.
  • Review monthly financial statements in preparation for budget reporting.
  • Assist with vendor tax-exempt status setup as necessary.
  • Prepare annual 1099 forms under the supervision of the Finance Manager.
  • Support monthly, quarterly, and yearly financial closing processes.
  • Contribute to the annual audit preparation and completion.
  • Manage office inventory, including ordering and receiving supplies.
  • Ensure the office environment is clean, organized, and professional.
  • Provide general assistance and information to office visitors.
  • Perform additional duties as assigned by the Finance and Administration Manager.
Qualifications:
  • Proficient in QuickBooks Online, Microsoft Office Suite, and other administrative tools.
  • High ethical standards with the ability to maintain confidentiality.
  • Exceptional written and verbal communication skills.
  • Ability to work independently and collaboratively while managing multiple priorities.
  • Previous experience in office management is preferred but not mandatory.
  • Strong commitment to the mission of supporting veterans and military families.
  • Experience in non-profit organizations is a plus.
  • Fast and accurate typing skills.
  • Detail-oriented with excellent organizational capabilities.
  • Professional demeanor and appearance.
  • Willingness to work occasional evenings and weekends for related events.

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