Administrative Coordinator

Gateway Global is a leading training and workforce development organization headquartered in St. Louis, MO. Our mission is to help U.S. companies and governments remain globally competitive by training and upskilling youth and young adults in now and next generation technologies that support U.S. Critical Infrastructure.

We provide the future American workforce with Awareness (about what is available), Access (to tools, resources, and people), Application (of skills and abilities), Aspiration (to elevate their status and income), and Achievement (of goals and transformation).

The Administrative Coordinator plays a vital role in supporting our daily operations. This role assists the Chief Executive Officer and Vice President of Programs and Operations in calendar management, coordinating meetings, managing and maintaining organizational accounts and records, monitoring and managing visitors to the facilities, managing client and tenant relationships, stocking and managing break rooms, manages deliveries and both incoming and outgoing mail, and general manages all administrative responsibilities and tasks to help keep the office and facilities running smoothly.

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• Answers phone, greets guests, performs typing, filing, copying, and other related office duties.
  
• Responsible for the opening and shutting down the facility within protocol.
  
• Manages access control on front door entrance and responsibly admits visitors.
  
• Assists with managing event planning in partnership with Marketing Manager including setup and breakdown and responsible for organizing volunteers or vendors associated with events.
  
• Manages, maintains and input data into all organizational databases including, but not limited to grants, government contract or funding, individual philanthropy, employees, clients, students, vendors, partners, sponsors, office tenants, classroom rentals, and volunteers.
  
• Generate analysis and reporting from databases for executive, board, or management review as needed.
  
• Manages and maintains all staff records and files and organizes accordingly.
  
• Tracks all order inventory for facilities and general office supplies.
  
• Manages all mail and distributes to the appropriate party on a daily basis.
  
• Manages all administrative reports and documents including, but not limited to incident, reimbursement, travel, vendor selection, RFPs, RFIs.
  
• Manages and organizes all accounts payable and receivable and disburses payments to vendors or utilities and enters all A/P and A/R transactions into Quickbooks for the accounting team.
  
• Oversees details of daily operations including, but not limited to monthly expenses, subscriptions, compliance documents, and technology needs.
  
• Performs all operational management tasks including but not limited to maintaining the upkeep and cleanliness of conference rooms, break rooms, and other meeting spaces by managing relationships and duties of cleaning and maintenance vendors.
  
• Drafts budgets for annual expenditures in consultation with CEO and accountant and assists with preparation of the organization's entire annual budget.
  
• Maintains current versions of important documents as required by law and manages the organization's compliance with local, state, federal, and foundation partners.
  
• Ensures the maintenance of appropriate financial records and preparation of required financial reports and annual performance reports.
  
• Ensures that the organization is efficiently organized to comply with all human resource processes and requirements in accordance with local, state, and federal law and with legal and internal policies.
  
• Provides accountant with all documentation required to reconcile the organization's monthly, quarterly, and annual expenditures between internal Quickbooks Online software and bank statements.
  
• Provides accountant with all documentation required to file annual tax returns and reporting in a timely manner.
  
• Aids in the formation and implementation of standard operating procedures and personnel policies; taking into account local, state, and federal changes in personnel administration and payroll taxation.
  
• Maintains and updates all personnel job descriptions, employee handbooks/manuals and employment policies.
  
• Manages relationships with all technology and system vendors and ensures that technological and systemic operations remain efficient and high performing for benefit of all staff, clients being served, and any parties utilizing the facility.
  
• Manages on site and remote personnel attendance, performance records, reimbursements, and all other related functions in accordance with the organization's policies, standards and expectations to ensure a professional and efficient work environment.
  
• Works with CEO to create budget sections and all financial reports required for all grants.
  
• Works with Marketing Manager to create, update, and maintain annual reports for partners and stakeholders.
  
• Assists CEO with other related operational duties and task as needed.
  Requirements
  
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  • Minimum Bachelors's degree in business, human resources, nonprofit management, finance or related field plus 7+ years of experience performing the duties of this role, Master's degree plus 5+ years of experience is preferred but not required.
    
  • Demonstrated experience working with workforce development, education, training, internship or apprenticeship programs for youth and adults either in industry or government.
    
  • Demonstrated knowledge of pre-apprenticeship training and apprenticeship and technical occupations, nature of work performed, and U.S. Department of Labor and other state and local government requirements for compliance and implementation.
    
  • Willingness and dedication to stay current on trends and policies related to program management, apprenticeship, higher education, and workforce development within the assigned state.
    
  • Client-focused and student-oriented experience.
    
  • Experience in educational marketing, recruitment, relationship building, and community engagement.
    
  • Capable and willing to give presentations in person or virtually to promote program and recruit partners and participants.
    
  • Knowledge of best practices, and legal, accounting and regulatory requirements for grantmaking; understanding of IRS regulations regarding nonprofit organizations.
    
  • Proficiency in Microsoft Office Suite, QuickBooks accounting software and familiarity with grants database management systems, including preparation of data displays and reports.
    
  • Excellent verbal and written communication skills, strong customer-service orientation, outstanding negotiation skills, professional composure under pressure.
    
  • Superior attention to detail and excellent organizational, time-management and project management skills with the ability to prioritize, multi-task and work independently as well as collaboratively as a member of a team.
    
  • Impeccable, integrity and trustworthiness, with an ability to handle sensitive information effectively and confidentially.
    
  • Strong judgment, analytic reasoning, critical thinking and problem solving skills.
    
  • Professional and emotional maturity that demonstrates warmth, dependability, responsiveness, initiative, flexibility, knowledge, credibility and a good sense of humor.
    
  • Innovative, forward thinking, ability to work with a team, but also independently without the need for constant supervision.
    
  • Ability to work well with diverse colleagues with varied personalities and work styles.
    
  • Ability to interact effectively and maintain positive working relationships with vendors, grant seekers, grantees, board and staff.
    
  • Flexibility in approach and willingness to adapt when necessary.
    
  
  Salary & Benefits
  

Estimated salary range: $42,000 - $52,000 annually.

This role comes with a comprehensive benefits package including paid time off, health insurance, retirement plan, and more.

St. Louis, MO.

Gateway Global is a regional leader in the tech based workforce development and training for youth and young adults ages 14- 24 with a goal of becoming a national leader. Our motto is that "high performance is a choice" and we strongly believe that people from all backgrounds can transform their lives and generations by being self-motivated, excellence driven, having set goals, and building powerful relationships.

Our work environment is focused, empathetic, strategic, flexible when necessary and forward thinking. Our people are doers, innovators, self-directed, and encouraged to think big and be first movers. At Gateway Global we expect our team and the people that we serve to get better everyday by staying on trend with industry, thinking differently than others, and asking themselves "what can I do differently today to improve tomorrow?"