Administrative Support Coordinator

Job Type

Full-time

Description

Job Title: Administrative Support Coordinator

Report To : Director of Finance / HR Director

Location:1530 W 13th Ave / WFH / Travel to Sites

Employment Type: Full Time

Compensation: $22-$25 per hour + Generous Employee Benefit Package including: 401k matching; Health, Dental, and Vision premiums coverage for employee and dependents; Paid Holiday and Paid Vacation, $40 cell phone stipend

Job Summary:

The Administrative Support Coordinator role will play a key part in ensuring the smooth and efficient operation of Colorado Village Collaborative (CVC) by supporting the Finance and HR team and the day-to-day administrative tasks critical for the organization. This position requires a proactive and organized individual who can manage multiple responsibilities such as checking mail, making bank deposits, handling procurement processes, invoicing, and improving administrative systems. Additionally, this role will support staff across the organization, including the HR department ensuring that administrative functions enhance their ability to fulfill CVC's mission.

Key Responsibilities:

Mail and Correspondence Management:

Sort and distribute incoming mail, and prepare outgoing mail.

Handle correspondence with vendors, stakeholders as necessary.

Monitor CVC Info Phone Line and Info Email

Banking and Financial Support:

Manage the accounting email and inbox to streamline and ensure efficiency in financial support processes.

Make regular bank deposits and track financial transactions.

Assist in processing invoices, payments, and reimbursements.

Maintain accurate financial records and ensure timely reporting.

Create supporting documents for the monthly City Invoicing Process.

Manage transactions within and Divvy, as well as accounts payable and receivable, to ensure CVC can bill the city promptly.

Centralize the task of uploading invoices (e.g., for Google, to guarantee accurate management and consolidation.

Oversee the removal of former staff members' credit cards from auto-pay accounts to maintain accurate and secure payment information.

Co-manage the accounts payable process to close the loop on invoices.

Vendor Relations:

Assist with the management of the procurement processes, ensuring cost-effective purchasing and timely delivery of goods and services.

Establish and maintain relationships with vendors and service providers.

Ensure proper documentation for procurement and purchasing approvals.

Administrative Process Improvement:

Analyze current administrative processes and propose improvements for efficiency and effectiveness.

Implement best practices for document management, filing systems, and office workflows.

Staff Support and Responsiveness:

Serve as a responsive resource for staff members, assisting with administrative needs to support their work.

Collaborate with departments to ensure administrative processes align with staff goals and organizational priorities.

Compliance and Record-Keeping:

Ensure compliance with internal policies and external regulations related to administrative and financial functions.

Complete and submit required forms and reports on behalf of the organization, ensuring accuracy and timeliness.

Invoicing and Billing:

Generate and track invoices to ensure timely payments.

Monitor and reconcile accounts receivable and accounts payable.

General Administrative Support:

Provide administrative support to the leadership team as needed.

Assist with scheduling meetings, preparing agendas, etc.

Coordinate office supplies and manage office-related vendor accounts.

HR Responsibilities:

Posting open positions

Creating and sending offer letter.

Running candidate background checks, creating and resetting work emails and slack.

Coordinating orientation scheduling task and updating tracker.

Other HR admin tasks.

Requirements

Qualifications:

Strong organizational skills with the ability to manage multiple priorities and meet deadlines.

Experience with procurement, invoicing, financial processes and being detailed oriented due to working with sensitive data.

Understanding of basic bookkeeping.

Ability to focus on day-to-day financial transactions, managing information and databases.

Proficiency in Google Workspace, MS Office - (Word, Excel, PowerPoint) and experience with CRM systems, Adobe, and QBO is plus.

Excellent communication skills, both written and verbal.

Strong attention to detail and problem-solving abilities.

Ability to work independently and as part of a team.

Experience working with an unhoused community is a plus.

Colorado Village Collaborative provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Salary Description

$22-$25 per hour