Administrative Coordinator

The Administrative Coordinator will be responsible for the execution and reporting on a wide variety of administrative processes including: donation order tracking, accounts payable, accounts receivable, receiving and correspondence. The Administrative Coordinator will also be the initial point of contact for WIN’s nonprofit members, donors and vendors via telephone or in-person and will be responsible for connecting them with the appropriate staff member or service. Additional responsibilities include being a point of contact to provide service in our showroom, including stock keeping duties. This position reports directly to the president of the organization.

The right candidate will be someone who will take ownership of the administrative processes involved with receiving in-kind donations with an emphasis on prompt gift acknowledgment. In addition, you should be comfortable handling basic transactions in accounts receivable and accounts payable. You should have exceptional people skills and communication skills as you will be dealing with corporate donors as well as people in all levels of nonprofit organizations, team members and vendors. Proven ability to efficiently operate various Windows software and Google Tools is a must.

Tasks and Responsibilities:

• Receive incoming calls and in-person visitors
• Generate letters of acknowledgment for corporate donors
• Process applications for membership from non-profit organizations
• Maintain files and correspondence (paper and digital) in accordance with WIN’s Record Retention and Document Destruction Policy
• Process Accounts Receivable and Accounts Payable payments
• Provide superior service to our members locating and obtaining donations in our showroom
• Keep office supplies stocked and monitor office supply budget
• Keep showroom stocked, neat, and organized
• Run various reports
• Continually improve administrative systems and processes
• Keep your work area organized and safe

Competencies and requirements:

• Exceptional personal relations, written, and verbal communication skills
• Maintain confidentiality of any proprietary data or personal information
• At least 2 years with customer service related or customer-facing experience
• Be comfortable using many forms of communications including, but not limited to email, chat, phone, intercom,
• Be proficient with Microsoft Word and Excel
• Be able to learn how the financial and inventory systems relate to other aspects of our operation (like receiving, CRM and order management)
• Be willing to cross-train in other areas of the operation as opportunity permits
• Work closely with the president, vice president of programs, member services and fulfillment coordinator, and warehouse manager
• Work independently or as part of an awesome team
• Must be exceptionally organized and have strong abilities to multitask and prioritize
• Be safety-minded
• Have an infectious can-do attitude
• Appreciate WIN’s mission and contributions to the non-profit community

Compensation & Benefits

• $21.25/hour, 40 hours per week
• Exclusively first shift work
• Employer-sponsored health insurance
• Minimum of eight paid holidays annually
• One week paid vacation in first full year
• Paid sick leave accrual policy
• Company paid short-term disability insurance
• 403(b) retirement plan with company match up to 4% of earnings