Finance and Admin Programs Coordinator

Davidson Transit Organi•Nashville, TN

About The Position

WeGo Public Transit is seeking a highly skilled and professional Finance & Administration Programs Coordinator to provide comprehensive support to the office of the Deputy CEO, Finance & Administration. This role will serve as the personal assistant and primary coordinator for the office of the Deputy CEO, Finance & Administration, and will also deliver executive-level assistance to the Director of Finance and Director of Grants Management & Compliance. The ideal candidate will possess remarkable organizational skills with a focus on cross departmental collaboration, discretion, and a dedication to excellence in all facets of their responsibilities.

Requirements

Discretion and sound judgment in handling confidential and sensitive information
Strong organizational skills with the ability to anticipate needs and adapt to shifting executive priorities
Proficiency with travel and expense platforms (e.g., Concur) and purchase card reconciliation procedures
Knowledge of accounts payable/receivable processes and general ledger principles
Ability to contribute to process improvement and administrative procedure development
Interpersonal skills for representing leadership and engaging with committees, staff, and external stakeholders
Document management skills, including signature routing and tracking renewal/approval status
Bank reconciliation and financial recordkeeping accuracy
Cross-departmental coordination and information-sharing skills
Analytical skills to identify discrepancies and recommend solutions
Strong written communication skills for presentations, briefings, memoranda, and correspondence
Event planning and logistical coordination skills
Familiarity with audit support, compliance review, and regulatory reporting requirements
Budget monitoring and variance analysis skills
Understanding of tax laws, financial regulations, and organizational policy adherence
Meeting coordination skills, including minute-taking and action item tracking
5+ years of executive administrative experience, ideally supporting finance, accounting, grants, or other public sector environments.
Associate degree with extensive executive support experience in a relevant field (transportation, logistics, public administration, business, civil engineering).

Nice To Haves

Bachelor’s degree in Finance, Accounting, Business Administration, or a related field, preferred.
Experience leading software implementations or enterprise-wide operational projects preferred
Project Management Professional (PMP) certification or equivalent project management training preferred

Responsibilities

Act as personal assistant and primary point of contact for the Deputy CEO, Finance & Administration and provide executive support to reporting directors
Manage WeGo’s purchase card program, including coordinating all monthly reconciliations and submissions for payment, and departmental purchase card reconciliation and submission for payment
Manage WeGo’s Concur platform from implementation and user training through ongoing administration, and support other enterprise-wide software implementation projects as assigned
Coordinate cross-functional project initiatives, tracking milestones through implementation
Manage other special projects and programs assigned, and represent the Deputy CEO at meetings as needed
Manage office calendars, meetings, events, and communications; monitor and flag action items and key deadlines.
Manage travel arrangements, office car bookings, expense reports, and other logistical support as assigned
Coordinate internal project teams, staff meetings, and external consultant meetings
Take, revise, and distribute meeting minutes, and follow up on action items
Coordinate communication and information flow across departments
Support annual insurance renewal process
Reconcile bank statements and financial records (e.g., pension, 401K) for accuracy
Perform weekly review of check packets for accuracy and route/facilitate for signature
Prepare requisitions for signature and payment, and facilitate invoice approvals
Process accounts payable and receivable, including vendor invoices and client payments
Support financial audits, internal reviews, and compliance with financial policies
Prepare and file required financial reports with regulatory authorities
Monitor program expenditures, track variances, and ensure spending aligns with approved budgets
Maintain financial records, databases, and general ledger integrity
Identify financial discrepancies and recommend corrective actions
Process agencywide email notices and circulate documents for signature; track items pending renewal or board approval
Prepare presentations, briefings, memoranda, and reports for internal and external stakeholders
Develop, document, and maintain departmental SOPs, and partner with leadership to identify operational efficiencies and drive continuous process improvement
Serve as back-up for other executive assistants, including Board meeting support
Serve as departmental representative on the Engagement Committee, supporting employee engagement activities and events