Grant Operations Administrator

About the role

We're looking for a Grant Operations Administrator to provide essential administrative support, ensuring grant applications move smoothly from intake to final submission. In this role, you'll be responsible for setting up grant calendars, extracting application questions from funder portals for writers, compiling application materials, and reviewing final submissions for accuracy, completeness, and overall visual and textual coherence before hitting submit.

We welcome candidates from a variety of adjacent administrative backgrounds. You are a great fit for this role if you have experience as a Proposal or RFP Coordinator, Bid or Tender Administrator, Loan Processing Assistant, Admissions/Intake Coordinator, or Junior Operations Coordinator. If you are used to managing strict deadlines, navigating third-party web portals, chasing missing compliance documents, and reviewing detailed application packages with a zero-error mindset, your skills will translate seamlessly to our team—no prior grant writing experience required.

Mission

• Create, update, and maintain structured grant calendars for assigned non-profit clients to track upcoming deadlines and submission milestones.
• Monitor key internal target dates (e.g., 7-day internal buffer) to ensure writers, admins, and clients stay on track for timely submission.
• Access funder portals and application software to extract exact application questions, word limits, formatting rules, and required attachments.
• Format extracted questions into standardized templates for Grant Writers to ensure no technical requirements are missed.
• Set up client login credentials and basic profile information on external portal platforms.
• Input and copy-paste completed, client-approved narrative content into funder portals accurately.
• Gather, format, and attach necessary non-profit supporting documents (e.g., financial statements, tax forms, board lists).
• Ensure every form field is filled correctly, verifying that no placeholder text, yellow highlights, or missing answers remain.
• Conduct final proofreading and formatting checks to verify the application reads coherently and flows logically within the portal UI.
• Confirm that narrative answers directly match the corresponding portal fields and adhere strictly to character/word limits.
• Raise immediate flags to the team if any technical discrepancies or missing information could delay submission.
• Execute the final electronic grant submission once all approvals are cleared.
• Record completed submissions, capture confirmation receipts, and update task statuses in AgentPro to trigger automated customer notifications.

Requirements

• 0–2 years of experience in administrative, operations, or data entry roles (recent graduates with strong organizational skills are welcome).
• Exceptional precision in data entry, copy-pasting, and proofreading; an eye for spotting formatting errors, broken links, or incomplete fields.
• Ability to manage multiple deadlines, maintain calendars, and work proactively to avoid last-minute delays.
• Comfort navigating new software platforms, web portals, forms, and cloud-based databases (e.g., Notion, Google Workspace, CRMs).
• Strong basic written English skills to ensure submitted applications look clean, professional, and well-structured.

Key Performance Indicators

• On-Time Submissions: 100% of assigned grant applications submitted on or before internal and external deadlines.
• Accuracy Rate: Zero submission errors caused by missing documents, incorrect portal fields, or formatting mistakes.
• Calendar Accuracy: Up-to-date grant calendars maintained across 100% of assigned client profiles.

About Us

Since 2017, Goodstack has been at the forefront of creating a future where good will be built into everything we do. From daily commutes to weekend activities or grocery shopping, we envision a world where creating positive change is seamlessly integrated into our everyday lives. In this future, the depth and breadth of impact we can make through everyday actions will expand dramatically – benefiting both businesses and the world. Businesses are expected to deliver on both profit and purpose and those that don't are falling behind. We're here to make it easy for any company, anywhere in the world, to integrate good into what they do. Doing this empowers everyone – companies, employees, consumers, and communities – to contribute to positive change and take meaningful action.