The Operations Coordinator will collaborate closely with the Director of Operations and Accounting, as well as the Senior Vice President of Operations and Finance. This role is essential for ensuring that NLIHC’s operations are effective and efficient, supporting the Coalition’s mission to achieve racially and socially equitable public policies. The goal is to ensure that individuals with the lowest incomes have access to quality homes that are affordable and located in communities of their choice.
The Operations Coordinator will assist the operations team with key functions, including financial management, organizational recordkeeping, mail distribution, provide support for meetings and events, intern recruitment, IT support, and other assigned duties. This position will report directly to the Director of Operations and Accounting (DOA). The salary range for this position is contingent upon experience and is from $67,077 - $78,816.
This position requires physical time in the office, and the candidate must be located in the metropolitan Washington D.C. area or be able to commute to our office located in D.C. for a hybrid work schedule.
Responsibilities/Duties
Administration and Recordkeeping
- Maintain essential operational department files (financial, contract, personnel, etc.) and provide requested documents for the annual audit.
- Coordinate with NLIHC staff to procure necessary office supplies
- Prepare check deposits for DOA to complete electronic deposits at least weekly
- Assign general ledger codes to revenue receipts, including grants, donations, memberships, and other payments
- Receive vendor/contractor invoices and requests for staff expenditures, prepare payments to vendors/staff with appropriate general ledger coding in Bill.com, and make allocations to NLIHC’s 501(c)(3) and 501(c)(4) as appropriate. Submit payments for approval by the SVP of Operations and Finance and/or the Director of Operations and Accounting in Bill.com
- Work with NLIHC program staff to ensure proper preparation of grants from NLIHC to state and local partners, ensure grant letters are signed in a timely manner, and get grants processed for payments in Bill.com. Maintain electronic files of all contracts and grants for submission to auditors
- Coordinate with the Director of Operations and Accounting to audit the previous year’s financial documents to ensure all files are accurate and up to date, and to prepare the e-filing system to receive the new/current year’s financial documents
- Implement procedures to process staff expenditure requests and payments
- Completing monthly credit card reconciliation
- Prepare a bi-weekly expense report from Bill.com for the CEO’s review as part of the department’s reconciliation activities
- Conduct annual equipment inventory
- Serve as back-up support for the Data Systems Analyst with monitoring the status of all office equipment, including assigning inventory codes. Arrange for routine maintenance and special repairs. Ensure supplies are maintained in sufficient quantities for uninterrupted service. Assist in managing the phone system. Maintain printers, scanners
- Manage the relationship with the property manager, obtaining and distributing keys and access cards to staff as needed. Respond to physical problems in the office, report them to the building supervisor, and follow up to ensure resolution
- Coordinate document organization and destruction in the NLIHC storage facility once per year
- Assist in the preparation and mailing of acknowledgement letters, publications, and other NLIHC correspondence, as needed
- Coordinate materials, submissions, and timelines for business license registration renewal
- Assist in internal IT troubleshooting and updates to IT and telecommunication systems
- Other duties as assigned
Hiring / Staffing / HR
- Post announcements for vacant positions, and schedule interviews as needed
- Ensure intern postings on Idealist and university websites each semester
- Ensure the timely delivery of Intern stipend payments in Bill.com and track these payments
- Coordinate/facilitate quarterly intern outing or group experience
Board
- Assist the Manager, Executive Operations, in coordinating Board travel
- Assist the Operations Department in staffing relevant Board committees (finance, investment, and personnel), including, but not limited to, scheduling meetings, preparing minutes, and providing other meeting support
Meetings and Events
- Assist in the planning and preparation of NLIHC events in conjunction with staff members and potential consultants
Qualifications
This is a full-time position with a strong preference for candidates physically located in the metropolitan Washington, DC area. Applicants must demonstrate a strong commitment to social justice and NLIHC’s mission. This position is ideal for candidates with 2-8 years of relevant experience, although individuals with varied backgrounds will be considered. All applicants must be proficient in the Microsoft Office Suite and have basic to intermediate-level proficiency in Excel, Bill.com, Sage Intacct, and basic accounting/bookkeeping. Additionally, operational experience is strongly preferred.
Successful candidates will possess strong interpersonal skills with a commitment to confidentiality, as well as strong analytical, writing, and organizational skills, combined with keen attention to detail.
As an equal opportunity, affirmative action employer, NLIHC offers a competitive salary and a generous benefits package.
Interested candidates should submit a resume, a cover letter with salary requirements, and one writing sample to NLIHC's Director of People and Culture, Jamaal Gilani, via email @[email protected].