Administrative Coordinator

Washington Conservation Action; Seattle (WA); Hybrid; USD 60,000 - 65,000; Full time

Job summary

Washington Conservation Action in Seattle is seeking an Administrative Coordinator to manage day-to-day nonprofit bookkeeping and administrative tasks. The role reports to the Finance Senior Manager as part of a five-person team, supporting both collaborative and independent work in a behind-the-scenes capacity.

Responsibilities include maintaining QuickBooks ledgers, month-end close, audits, donor database reconciliations with Salesforce, board minute-taking, staff onboarding, and supporting

Qualifications

• Nonprofit bookkeeping experience required.
• QuickBooks Desktop proficiency preferred.
• Strong attention to detail and ability to multitask.
• Effective communication and collaboration skills.

Responsibilities

• Lead bookkeeping processes: timely bill payments, expenses, dues, deposits, and month-end close.
• Perform credit card reconciliations and ensure GAAP compliance.
• Coordinate with Operations to ensure accurate financial transactions across the organization.
• Assist with annual financial audit and IRS Form 990 with auditors.
• Support vendor payments, reconciliations, and staff reimbursements.
• Collaborate with Development to reconcile QuickBooks and donor database (Salesforce).
• Attend board meetings and take minutes; support onboarding of new staff.

Skills

Nonprofit bookkeeping

Attention to detail

Multitasking

Communication

Tools

QuickBooks Desktop

Salesforce

Excel

Rippling HRIS

Job description

Washington Conservation Action seeks a detail-oriented, reliable, and highly organized Administrative Coordinator with the ability to manage both recurring and emergent tasks. As Administrative Coordinator, you will primarily manage the day-to-day bookkeeping for our 501(c3) nonprofit organization. This position offers the opportunity to work both collaboratively and independently on their own responsibilities while working behind the scenes to keep an environmental nonprofit running smoothly. The Administrative Coordinator reports to the Finance Senior Manager and is a valued member of a five-person Administrative Team.

Responsibilities

• Lead WCAEF bookkeeping processes—including timely bill payment and expense entry, union dues & deductions processing, deposit data entry, month-end closing, and credit card reconciliations.
• Work with the Operations Senior Manager to ensure timely and accurate cross-organizational financial transactions.
• Work under supervision of VP of Administration and Finance Senior Manager to complete annual financial audit and IRS Form 990 with auditors.
• Other bookkeeping tasks such as tracking bank balances and upcoming expenses.
• Resolve bookkeeping anomalies in keeping with Generally Accepted Accounting Principles (GAAP) standards.
• Collaborate with the Development team on a quarterly basis to reconcile QuickBooks and our donor database, Salesforce.

Administrative (20%)

• Attend and take minutes at WCA Board and Executive Committee meetings.
• Support onboarding new staff by conducting trainings on the vendor payment request and staff reimbursement processes.
• Maintain positive working relationships with contractors and vendors.
• Other duties as assigned as the organization evolves.
• Adhere to organizational administrative procedures such as timely submission of reimbursements, entering time tracking in Rippling HRIS, travel planning, and submitting credit card receipts from the organization’s credit card within 48 hours of the charge.
• Assist with organizational fundraising, which might include attending events, promoting to your networks, assistance prior to and during events as needed.
• Active participation in a racial equity team which includes taking on work outlined in WCA’s racial equity action plan to advance the organization’s goals.
• Adhere to technology use best practices for organizational and job-specific software, tools and programs.

Requirements

• Nonprofit bookkeeping experience, QuickBooks Desktop strongly preferred.
• Ability to manage several projects at one time and see them to completion.
• Ability to quickly reprioritize according to emergent demands.
• Attention to detail and highly organized. Must be great at following up on tasks.
• Communicative, collaborative, proactive and self-directed.
• Ability to use discretion with confidential matters and always be respectful of others.
• Commitment to ongoing anti-racist learning and applying an environmental justice lens to our work.
• Ability to come to the downtown Seattle office two times per week.
• Experience working with nonprofit fundraising.
• Familiarity with Salesforce database or other CRM.
• Familiarity with Microsoft Office suite, especially Excel.
• Enthusiasm about learning and using online tools such as Zoom, Slack, Salesforce, Asana, Rippling, and Box.
• Ability to keep projects on task through proactive communication and reminders to staff, including senior staff.

This is a full-time, exempt position with an annual salary range of $60,000 to $65,000 depending on experience and qualifications.

We offer a generous benefits package which includes medical and dental insurance plan options with 100% employer paid premiums, a 401k plan with an organizational match of up to 3% of your annual salary, a Flexible Spending Account, four weeks of vacation to start, a separate pool of sick leave and thirteen paid holidays per year, an unlimited ORCA transit pass, budgeted funds for professional development, and if you work for five consecutive years you are eligible for a two-month paid sabbatical. We welcome new and diverse people to a great team who together shape environmental protection in Washington.

Location Information

This position is hybrid with a minimum of 40% of time in the Seattle office. A hybrid remote agreement is required.

Working Conditions & Physical Demands

This job requires frequent sitting. Must be able to conduct business in English, though fluency in other languages is welcomed. For remote work, employees must maintain a workspace with an internet connection where they can reliably perform work during scheduled work hours. Reasonable accommodations may be made to enable individuals with different abilities to perform functions essential to the duties of the position.