Administrative Coordinator

Job Overview

Perform transactional activities such as budget monitoring, handling daily finance transactions, managing local vendor relationships, facilities management, fleet management, Human Resources, Information Technology, and running records/reports to support the finance, operational and administrative functions.

Lead system user/trainer for software business applications and provide operations backup support.

Provide support, development and/or leadership guidance to all volunteers.

Perform all duties and responsibilities in compliance with standard operating procedures and other applicable Federal, State and local regulations.

Key Responsibilities

• Provide administrative budget support such as: expense coding, financial report dissemination, analyzing monthly forecasting of expenses, initiating, monitoring, and approving of regional procurement transactions, establishing location processes for cash and card transactions, and ensuring that programs are executed within budget in collaboration with department leaders.
• May coordinate and train volunteers to assist with less complex daily transactional work.
• Lead system user/training for Business Applications and IT Services using the appropriate system to troubleshoot phone and computer issues for Region and assist with tech services requests.
• Ensure each office space is well-functioning and orderly, regularly checking on staff and guests to ensure that their office needs are met, with working appliances, equipment, and printers, and well-stocked supplies.
• Oversee front desk operations for Denver location, providing a welcoming environment and ensuring that visitors and vendors are connected to the appropriate individuals.
• Support facilities/asset management by ensuring repairs are completed within budget and managing vendor-related activities such as ensuring the appropriate system is used to pay vendors, maintaining relationships with vendors at each physical location, obtaining proposals for new vendors, providing business plan information for real estate transactions, and updating risk management system with current values/status.
• Maintain fleet inventory records, file, and maintain insurance claims and follow up with estimates/repairs.
• Maintain insurance certificate applications, financial collection processes, and appropriate forms and codes used for regulated items including alcohol to support meeting planning.
• Develop, maintain, and distribute a regional Standard Operating Procedures Manual to ensure consistent processes/procedures related to operations functions throughout the Region.

Minimum Qualifications

• Education: High School or equivalent required. Associate’s degree in Accounting, Business or Public Administration preferred.
• Experience: Minimum 3 years of financial or facilities administrative support experience in community organizations, government agencies, non-profit organizations, business or equivalent combination of education and related experience required.
• Management Experience: NASkills & Abilities: Ability to work on a team. Ability to plan, prioritize and organize work to maximize team performance and meet customer expectations. Excellent organizational skills and ability to work with attention to detail. Strong interpersonal skills and the ability to create and maintain collaborative work relationships within the organization and with external stakeholders. Proficient with MS Office software, including Word, Excel, PowerPoint and Outlook.

Preferred Qualifications

• Bilingual in Spanish is preferred.