Operations Administrative Associate

Conservation Northwest•Seattle, WA

3d•Hybrid

About The Position

The Operations Administrative Associate provides day-to-day administrative support across core business operations. This includes finance responsibilities such as corporate card administration, vendor setup, payables processing, and basic bookkeeping in QuickBooks (coding and reconciliations). The role also supports gift processing and acknowledgments, Salesforce data maintenance, membership and recurring-giving tasks, first-contact customer service, and general office management.

Nice To Haves

2+ years of administrative/operations/accounting support experience (nonprofit or similar).
Hands-on QuickBooks experience (transaction coding, journal entries, bank/credit-card reconciliations).
Experience with corporate card programs (Ramp or similar) and accounts payable workflows.
Salesforce (or similar CRM) for data entry and basic reports.
Microsoft 365 proficiency – Office, Excel, Outlook.
Strong attention to detail, organization, and written/verbal communication; ability to manage multiple deadlines.

Responsibilities

Process online and physical donations; prepare and send timely tax receipts and acknowledgments.
Maintain accurate donor records in Salesforce; complete routine data entry/updates and run standard reports.
Prepare recurring giving updates and year-end summaries for review and distribution.
Administer corporate cards (Ramp): issue/terminate cards; maintain user roles and spend controls; ensure receipt capture and coding compliance; monitor transactions; reconcile monthly card statements in coordination with Finance.
Manage accounts payable & vendors: set up and maintain vendors in Ramp/QuickBooks; collect W-9s and maintain 1099 designations; enter and route bills for approval; schedule payments; resolve invoice discrepancies with staff and vendors.
Perform QuickBooks bookkeeping: code entries to the correct GL/class/project; perform bank and credit-card reconciliations as needed.
Upload annual budgets into QuickBooks and Salesforce.
Serve as first point of contact for calls, emails, website inquiries, and visitors; deliver excellent customer service.
Coordinate daily office operations: mail distribution, supply inventory, and vendor communications (e.g., equipment leases).
Prepare logistics for monthly all-staff meetings; assist with staff/board retreats and meeting materials.
Responsible for general office maintenance and oversight including management of office keys.
Maintain all files related to company vehicles, ensuring annual insurance and registration are up to date.
Maintain data integrity in Rippling by creating and updating templates and employee information.
Manage timesheets ensuring timely entries by staff through notifications and training as needed.
Maintain HR records and filing systems; help coordinate onboarding/offboarding logistics and documentation.
Assist with annual HR process logistics (evaluations, open enrollment, surveys, trainings).
Support the Philanthropy team by running and distributing weekly/monthly revenue reports from Salesforce.
Manage workplace giving/matching and third-party contribution channels; complete required verifications and follow-ups.
Provide support as needed for philanthropy – large mailing efforts, donor events, general Salesforce training.