Office & Project Coordinator

Position Title: Office & Project Coordinator
Department: Operations
Reports To: Manager of Operations
Category: Full-time: 37.5 hours per week

Purpose of the Position:
The Office & Project Coordinator position will provide project, operational, and administrative support across the organization. This position requires critical thinking, exceptional customer service, attention to detail, independent judgment, multitasking, and the ability to make decisions in a fast-paced environment. This position will help to support a team rather than one individual, making communication and prioritization key.

Areas of Responsibility:

• Finance Support
  • Work closely with Manager of Operations and CFO as a member of the Finance Team
  • Posting financial transactions using appropriate computer software
  • Receiving and recording vouchers, cash and checks
  • Checking for accuracy in reports, figures and postings
  • Assisting with tax payments and filing
  • Maintaining a financial filing system
  • Gather and manage contact details and payment information for vendors
• Office Management and Administrative Support
  • Coordinate incoming calls and office visitors
  • Manage and coordinate key office functions, including day-to-day operations, supplies monitoring and purchasing, and office calendar
  • Process ingoing and outgoing mail
  • Maintain online filing system in Sharepoint
  • Serve as Point of Contact with Building Management
  • Track donations and maintain donor database, process donor acknowledgment letters
• Meeting and Event Support
  • Support external and internal meetings, including technology, location reservations, set up, and food and beverage
  • Generate print and digital materials for meetings
  • Record meeting minutes
  • Provide support for events, including preparation of invitation lists, tracking RVSPs, and preparing materials
• Project support as needed
  • Data entry and organizing
  • Build project templates and forms
  • Maintain organization of onsite supplies and offsite storage facility

Education/Experience/Skills/Qualifications: 

• Tech Savvy: Experience in Quickbooks.  Strong Excel and Microsoft Office skills. Preferred experience in Salesforce and Basecamp.
• Administrative Experience: Proven administrative experience. Flexible, detail oriented, and deadline driven. Good written and verbal communication skills. Solution-oriented problem solving and strong time management skills.
• Customer Relations: Proven experience in Customer Relations. Skilled at establishing and cultivating strong relationships both internally and externally.
• Education/Experience: Two years’ experience in an administrative role or data entry/bookkeeping role. High school degree required, bachelor’s degree preferred.

Salary: $42,000-$46,000

The position is eligible for a competitive salary and benefits package, including health and dental insurance with generous employer contributions, employer paid short-term and long-term disability, and life insurance. Accrued vacation up to 20 days per full year. Hybrid work is an option after a training period, up to two days per week.

Anticipated start date: June 2025

To submit an application:

Submit a cover letter and resume to hiring@thriveB5.org by May 9, 2025

Thrive Birth to Five is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: we are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. We do not tolerate discrimination or harassment based on any of these characteristics.