Operations and Finance Coordinator

Alliance for Decision Education•Lower Merion Township, PA

1d•$19 - $24•Hybrid

About The Position

The Operations and Finance Coordinator will provide administrative and clerical support across all departments and will support specific projects and initiatives. The position requires balancing on-site office coordination with providing remote support to distributed team members. This full-time, non-exempt role reports to the Accounting Senior Manager within the Operations Department, which is responsible for ensuring that the Alliance has the people, processes, and platforms to optimize organizational health and achieve our mission.

Requirements

3+ years of experience as an Administrative and/or Executive Assistant (or equivalent role)
Exceptional attention to detail and time-management skills
Demonstrated ability to organize, prioritize tasks, and meet deadlines
Excellent written and verbal communication skills
Technologically proficient; experience with Google Workspace and/or Salesforce (or a similar CRM)
Maintains strict confidentiality of financial and other sensitive information
Basic office technology experience, including working with multi-function printers
Ability to lift and/or move boxes weighing up to 20 pounds occasionally

Nice To Haves

Experience or strong interest in education and/or the nonprofit sector
Experience with accounts payable or basic bookkeeping functions
Event planning or travel coordination experience

Responsibilities

Maintain, organize, and order general office supplies and equipment
Assist with general office-related work (furniture/layout changes, technology set-ups, etc.)
Provide technology support to employees (troubleshooting, equipment setup assistance)
Support employee onboarding and offboarding
Copy, print, scan, and prepare documents; receive, sort, and distribute the mail
Respond to, or forward, inquiries as appropriate
Assist with planning and coordination of organizational events (internal and external)
Assist with planning and coordination of conferences attended, sponsored, or presented at by staff or invited Alliance volunteers
Communicate and collaborate with internal staff, external vendors, and stakeholders
Coordinate travel arrangements for staff
Take meeting notes to supplement AI notes as appropriate and follow up on action items until completed
Enter invoices into QuickBooks and schedule payments through the online bill pay system
Coordinate expense approval workflows/fulfillment and process reimbursement requests
Code and upload receipts for organizational credit card transactions
Maintain accurate financial records and support month-end processes
Other accounting duties in coordination with the Accounting Senior Manager
Coordinate regular updating of various compliance and finance tracking schedules
Enter data into Salesforce (Customer Relationship Management) and Wrike (Project Management System), and generate reports as requested
Review, proof, and format documents as requested
Conduct research on various topics as requested

Benefits

Medical, dental, and vision insurance (100% employer paid)
Basic life insurance and AD&D (100% employer paid)
Long-term disability insurance (100% employer paid)
Employee Assistance Program
401(k) retirement plan with up to a 5% employer match (100% vested)
Flexible Spending Accounts (healthcare and dependent care)
Up to 20 days of Paid Time Off per calendar year (prorated the first year based on hire date)
Unlimited paid sick time
Hybrid work schedule
Paid lunch stipend while working on-site