Bookkeeper/Operations Coordinator

3 weeks ago


Dallas, United States The Magdalen House Full time

Operations Coordinator/Bookkeeper


The Operations Coordinator (OC) provides leadership for all The Magdalen House administrative functions and core support for bookkeeping and board management.  


The OC supports all staff at TMH and will report to the Chief Operations Officer (COO). Tasks and responsibilities will vary greatly throughout the year as organizational need and activities evolve.


Specific and recurring duties of the role include:


Manage Office Operations


·      Organizational calendars, in-office meetings scheduling.

·      Oversee functionality of all office technology and equipment, including copiers/printers, phone systems, and other equipment. 

·      Serve as the point person for ordering, managing, and inventorying of office supplies.

·      Coordinating upkeep for the Gaston property (equipment repair, office organization, lawn maintenance, cleaning, etc..)


Administrative Support for Human Resources


·      Provide administrative support for the recruitment, onboarding and employee data update procedures as requested.

·      Ensure employees are completing timesheets in a timely manner.

·      Run payroll 


Coordinate all Internal Bookkeeping Activities


·      Perform credit card reconciliations.

·      Scan and record checks into QuickBooks.

·      Assist with check requests.

·      Support A/P and A/R invoicing.

·      Coordinate Stripe income entry.

·      Assist with processing annual donor tax receipts. 


Board Management Responsibilities.


·      Assist in preparing for board and committee meetings with meeting reminders, communications with board members, and meeting preparation.

·      Prepare materials for board orientations, retreats, and special events.

·      Maintain the Board list internally (with addresses) and coordinate with the Communications team for the website update.

·      Send and follow-up on invites.

·      Update documents as directed.

·      Take board meeting minutes.

·      Prepare, print, and assemble materials for meetings. 


SKILLS REQUIRED

The successful candidate will bring a positive disposition, an eagerness to learn and a strong attention to detail.  The OC will be stretched with new tasks and challenges, while maintaining a philosophy that all tasks are important to be done well, no matter how seemingly small.


·      Bachelor's Degree preferred or equivalent related experience.

·      Excellent project management skills, including ability to manage multiple assignments with ability to prioritize and meet deadlines.

·      Excellent written, verbal, and interpersonal communication skills.

·      Proficiency in Microsoft Word, Excel and PowerPoint and other desktop publishing tools.

·      Experience in Quickbooks or other bookkeeping software is preferred.

·      Must have a can-do, friendly attitude for working with staff, board members, vendors and agency partners.

·      Ability to maintain composure, flexibility, and enthusiasm when working with a variety of personalities.



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