Administrative Coordinator, Retail & Finance (on-site)

Girl Scouts of Northern New Jersey•Riverdale, NJ

8d•Onsite

About The Position

The Girl Scout mission is to build girls of courage, confidence, and character, who make the world a better place. Behind every Girl Scout and volunteer is a team of local staff ready to help them earn that next badge, embark on a camping adventure, or organize an impactful service project. We are Girl Scouts of Northern New Jersey (GSNNJ) serving girls in grades K-12 in Bergen, Morris, Passaic, Sussex and Northern Warren counties. We bring the Girl Scout Leadership Experience to 19,000 girls and 10,200 adult members. We are looking for a dynamic, detail-oriented Administrative Coordinator, Retail & Finance to support both our Retail and Finance teams. This is a unique, hands-on role for someone who enjoys variety, collaboration, and making sure things run smoothly behind the scenes—and on the front lines. Position Summary: The Administrative Coordinator, Retail & Finance plays a key role in delivering exceptional customer experience while supporting efficient financial and retail operations. This role reports to the Director of Retail and the Controller. In Retail, this role helps ensures smooth day-to-day operations across all shop locations as needed, supports online order fulfillment, assists with inventory management, and contributes to the coordination of special programs, mobile shop events, and Build-A-Bear parties. As a part of the Finance team, this role performs various clerical and administrative tasks across multiple systems ensuring accuracy of financial records and assisting with accounting operations. The Administrative Coordinator serves internal and external customers by delivering a high-quality customer service experience consistent with GSNNJ standards. While this position is expected to split their time equally between the two teams, they may be asked to provide ad-hoc administrative support to other teams in the council as needed.

Requirements

Associate degree (or equivalent experience) in accounting or a related field preferred.
Strong customer service and relationship building skills.
Retail, administrative, and/or sales and accounting experience preferred.
Strong attention to detail and accuracy in financial data management is essential.
Strong written and verbal communication skills are necessary for effective collaboration with team members and clients.
Ability to troubleshoot issues with customers, vendors and team members.
Excellent time management skills with the ability to manage multiple deadlines.
Proficiency in Microsoft Office Suite or willingness to learn.
Ability to lift and move up to 30 lbs.
Ability to work a flexible schedule including occasional evenings and weekends.
Ability to travel throughout the jurisdiction to provide staff coverage. Must have own reliable source of transportation.
Membership in GSUSA is required upon employment and annually thereafter (cost covered by GSNNJ).

Responsibilities

Serve as a welcoming, knowledgeable presence for members, volunteers, and visitors across GSNNJ retail locations.
Maintains shop appearance and merchandising standards in alignment with GSNNJ branding.
Provides high quality customer service to our members and volunteers. Handles customer inquiries, requests, and concerns in a professional and calm manner.
Primarily based out of Riverdale, with flexibility to provide coverage for all shop locations (Paramus and camp trading posts) and front desk during staff PTO or scheduling gaps.
Assists with ordering, receiving, checking in, and maintaining shop inventory.
Monitors inventory levels, drafts purchase orders for approval, and ensures all ordering stays within approved budget guidelines.
Receives, processes, fills, and ships online orders across all online sales platforms.
Maintains accurate online shop inventory, ensuring products and quantities are up-to-date.
Runs end-of-month department reports using internal GSNNJ systems for Finance and ensures accurate documentation.
Assists with Certificates of Insurance (COI), receipting, mail operations, and general front desk duties as needed.
Performs administrative tasks as required.
Assists in the coordination, planning, staffing, and promotion of Build-A-Bear parties and occasionally hosts parties when needed.
Coordinates and executes mobile shop opportunities, including transporting and setting up merchandise to bring the shop directly to customers.
Supports council goals by being alert to opportunities to identify and engage potential volunteers, girl members, donors, vendors, and community partners.
Represents Girl Scouts of Northern New Jersey in a professional manner at all times.
Helps foster and implement the council’s commitment to diversity across volunteers, staff, and program participants by creating a welcoming environment for customers from diverse backgrounds, being culturally aware of their needs
Performs other duties as assigned.
Assist in maintaining accurate financial records, including accounts payable and receivable, and ensure timely processing of transactions.
Enter financial transactions into internal databases, reconcile bank statements, and verify data for accuracy.
Monitor outstanding check vendor balances and initiate follow-up to ensure timely payments.
Monitor accounts to identify overdue payments and initiate collection activities.
Assist in the preparation of financial reports and budgets and provide necessary documentation for audits.
Other administrative duties as assigned.

Benefits

medical, dental, and vision insurance
a 401k retirement plan with an employer match
paid time off for vacation, sick days, and holidays with offices closed for winter holiday break
parental leave benefits
life, disability, accidental and critical illness insurance
legal and pet insurance
employee assistance program
professional development opportunities
flexibility and a supportive and inclusive work environment

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