Administrative Coordinator

About the Role

As the Administrative Coordinator, you will be responsible for providing exceptional, friendly, energetic, and professional customer service at all times in supporting ICAN's day-to-day operations and ensuring a high-quality experience for staff, families, and partners. Reporting to the Finance and Admin Manager, you will do this by:

Responsibilities

• Purchasing & Systems (60%)
  • Coordinate and execute organizational purchasing, including placing orders, tracking requests, and facilitating timely procurement and pick-up of goods.
  • Manage the full accounts payable (AP) intake process by receiving, reviewing, submitting, and accurately logging requests to ensure completeness and alignment with internal processes.
  • Serve as the organization's primary point of contact for the organization's purchasing systems, including supporting and coordinating Microix usage.
  • Maintain effective purchasing workflows, provide guidance to staff as needed, and ensure consistent, accurate use of systems across the organization.
• Facilities & Fleet Coordination (25%)
  • Coordinate all facility and fleet repairs, inspections, and maintenance, including scheduling vendors and meeting with them on-site.
  • Serve as the primary point of contact for facility and fleet-related requests, ensuring timely follow-up and resolution.
  • Conduct routine facility inspections and promptly respond to maintenance and repair needs.
  • Maintain organized records and filing systems for organizational vendors, contracts, warranties, and service agreements.
  • Support safe, clean, organized, and functional environments for staff, youth, and visitors.
• Administrative Support (15%)
  • Greet and assist incoming guests, answer incoming calls, and direct inquiries to the appropriate team members.
  • Coordinate office and breakroom supply inventory, ordering, and tracking processes.
  • Maintain organized systems for inventory management, request tracking, and supply approvals.
  • Manage incoming and outgoing physical and electronic mail and distribute materials appropriately.
  • Post timely and accurate notifications related to office closures or operational updates.
  • Provide proactive administrative support to the Finance and Admin team, including meeting support, note-taking, and day-to-day coordination needs.

Requirements

• 1–2 years of experience supporting accounts payable/accounts receivable processes
• 1–2 years of experience coordinating vendors, purchasing, or operational logistics
• 1–2 years of experience managing inventory, supplies, or organizational systems
• Experience supporting nonprofit finance or operations is a plus
• Strong organizational skills and attention to detail
• Excellent time management skills with the ability to multi-task and prioritize effectively
• Ability to work in a fast-paced environment while handling a variety of responsibilities and confidential matters with professionalism and discretion
• Clear, professional, and concise communication skills
• Comfort learning new systems and technology
• Strong customer service skills and a people-first mindset
• Ability to maintain a high level of professionalism and represent the organization positively
• Strong desire to learn, grow, and contribute to a collaborative team environment
• Dependable transportation
• Ability to act with integrity, professionalism, and confidentiality
• Passion for cultivating the full potential of others
• Demonstrates humility, positivity, respect, and accountability
• Consistently says what they mean and does what they say
• Committed to continuous improvement and inspiring others to raise the bar every day

Pay

Hourly Wage: $20/hr. - $26/hr. Starting pay is based on experience, skills, operational knowledge, and alignment with ICAN's nonprofit compensation scale.