Nonprofit Administrative Coordinator

vamasters, Inc.; Urdaneta; On-site; PHP 201,000 - 312,000; Full time

Job summary

vamasters, Inc. is seeking a reliable Nonprofit Administrative Coordinator to serve as the administrative backbone for a small nonprofit assisting families affected by a rare medical condition.

You will manage inquiries, maintain donor records in the CRM, and produce our newsletter, while keeping shared files organized and accessible. The role emphasizes warmth, empathy, and ownership, with a tech-savvy approach and comfort using tools like Google Workspace, Canva, and AI-assisted drafting.

Qualifications

• Excellent written English with warmth and sensitivity.
• Empathy to communicate with families living with a lifelong condition.
• Experience managing an organizational inbox end-to-end.
• Accurate data entry with strong attention to detail in a CRM.
• Proficient with Google Workspace and file organization.
• Comfortable designing basic newsletters with Canva.
• Able to use AI tools to speed up drafting and research.
• Self-driven, dependable, and proactive in improving processes.

Responsibilities

• Monitor shared mailbox and respond to inquiries with care.
• Route escalations and follow up to avoid gaps.
• Update donation records and donor information in CRM.
• Prepare donor reports and reconcile donations on request.
• Design and lay out newsletters using Canva and AI tools.
• Organize Google Drive with clear naming and structure.
• Document processes and access for transparency and transferability.
• Identify workflow inefficiencies and propose improvements.
• Support additional administrative projects as needed.

Skills

Excellent English

Empathy

Inbox management

CRM data entry

Google Workspace

Canva design

AI drafting

Proactive mindset

Self-sufficient

Tools

Little Green Light

Google Drive

Canva

Job description

Job Summary:
We're currently hiring a reliable and empathetic Nonprofit Administrative Coordinator to be the administrative backbone of a small nonprofit supporting families affected by a rare medical condition. You'll handle incoming inquiries from our community, keep donor records accurate, produce our newsletter, and keep our shared files in order. This is an organization-focused administrative role, not an executive or personal assistant position. The right person is a tech-savvy self-starter who communicates with warmth and sensitivity and takes genuine ownership of the work.

Key Responsibilities:

• Monitor and manage the organization's shared mailbox, replying to inquiries from families, donors, and partners with care and sensitivity

• Route or escalation inquiries that need leadership input, and follow up so nothing falls through the cracks

• Enter, update, and maintain donation records and donor information in the CRM (Little Green Light)

• Produce and reconcile donor and donation reports on request

• Design and lay out the organization's newsletter using Canva and AI tools, including sourcing and preparing images

• Organize and maintain the Google Drive file structure so documents, templates, and records are easy to find and consistently named

• Document processes, logins, and account access so all work is transparent, transferable, and never reliant on one person's memory

• Spot inefficiencies in current workflows and proactively recommend better tools, templates, or processes

• Support additional administrative projects as the organization's needs change

Mandatory Skills:

• Excellent written English with strong command of tone, warmth, and sensitivity in written communication

• Genuine empathy and the ability to communicate compassionately with families living with a lifelong medical condition

• Experience managing a shared or organizational inbox and handling inquiries end to end

• Comfortable learning and working in a CRM or donor database; accurate data entry with strong attention to detail

• Proficiency with Google Workspace, especially Google Drive file organization and Google Docs/Sheets

• Working knowledge of Canva or a similar design tool for newsletters and simple graphics

• Comfortable using AI tools to speed up drafting, layout, and research

• Highly tech-savvy and quick to pick up new platforms with minimal hand-holding

• Dependable, precise, and self-sufficient

• Strong communication skills and a proactive approach to raising issues and suggesting improvements

Preferred Skills:

• Previous experience with a nonprofit, charity, foundation, or mission-driven organization

• Familiarity with Little Green Light or another donor CRM (Bloomerang, DonorPerfect, Kindful, Neon, or similar)

• Experience with email newsletter platforms and basic email marketing

• Experience creating or maintaining SOPs and process documentation

• Personal interest in patient advocacy, healthcare, family support, or community-building work

• Ability to manage multiple projects at once and set your own priorities

Why Join Us:
This is a meaningful opportunity to be the administrative heart of a small, close-knit organization where your work directly supports families who need it. You'll have real ownership of your areas, the freedom to improve how things are done, and a leadership team that trusts and values your input. If you want work that matters and a long-term home rather than a short-term gig, we'd love to hear from you.