Systems Coordinator

CCS Fundraising • Seattle, WA

6d • $50,000 - $70,000 • Hybrid

About The Position

We are seeking a Systems Coordinator supports data integrity, financial tracking, and compliance across CCS’s regional systems and tools. This role ensures accurate lead and contract data entry, supports financial and operational reporting, and helps streamline the use of shared systems such as HubSpot, NetSuite, and Navan. The Systems Coordinator plays a key role in advancing CCS’s new CRM adoption and ensuring consistency and reliability across the firm’s platforms.

Requirements

• 3+ years’ experience in data entry, data management, systems administration, or operations support
• Experience with NetSuite, HubSpot, or other constituent management system
• Proficiency with Microsoft Excel and comfort working with other data or workflow tools
• Strong attention to detail, time management, and organization skills
• Ability to manage multiple priorities in a fast-paced environment
• Solid critical thinking and problem-solving skills
• Solutions-oriented mindset, with the ability to trouble shoot and leverage appropriate resources to find the right solution

Nice To Haves

• Experience with Navan, Concur, or other expense platform a plus

Responsibilities

• Manage accurate data entry and updates across HubSpot, NetSuite, Monday.com, and other key systems.
• Support HubSpot adoption and ensure best practices for lead tracking, opportunity management, and data hygiene.
• Conduct weekly lead and pipeline reviews; reconcile data across systems.
• Build and maintain dashboards and reports to support leadership visibility into key metrics.
• Maintain regional contract and project trackers; ensure timely entry and documentation.
• Support contract creation, tracking, and close-out in collaboration with executives and Corporate Legal
• Track contract approvals, signatures, and renewals; manage filing in SharePoint.
• Input project and resource tracking in NetSuite; oversee project close-out steps.
• Review billable expenses, invoices, and reimbursements for accuracy and compliance.
• Partner with executives and Corporate Finance to review and create plans for aged receivables
• Support Navan administration and expense recoup processes, ensuring accurate billing and coding
• Support reporting for non-compensation budgets
• Conduct quality checks on data entries (HubSpot, NetSuite, Monday.com).
• Support tracking and follow-up for time entry, project close-outs, and survey compliance.
• Run and share regular status reports, ensuring visibility into outstanding items.
• Partner with the Proposal, Marketing, and Business Development teams to align system data and reporting.
• Provide ad hoc reporting and systems support to regional and corporate partners.
• Identify process improvements that increase accuracy, efficiency, and consistency across systems.
• Uphold CCS standards of professionalism, confidentiality, and attention to detail.

Benefits

• CCS offers competitive benefits, a dynamic training program, resources, career advancement, mentoring, and networking opportunities.
• We are an Equal Opportunity Employer and strongly encourage a diverse pool of candidates to apply.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 251-500 employees