Administrative Coordinator

WIN Warehouse; St. Louis (MO); On-site; USD 25,000 - 33,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Vacation leave

403(b) retirement plan with company 4%

Job summary

WIN Warehouse is seeking an Administrative Coordinator to manage donor communications, membership applications, and financial processes. You will act as the first contact for nonprofit members, donors and vendors, directing them to the appropriate staff and services.

You will oversee in-kind donations with prompt acknowledgment, handle AR/AP tasks, and support showroom operations, keeping files, stock and reports up to date. A strong service mindset and teamwork are essential.

Qualifications

• At least 2 years with customer service related or customer-facing experience.
• Excellent written and verbal communication and interpersonal skills.
• Ability to maintain confidentiality of proprietary data or personal information.

Responsibilities

• Receive incoming calls and in-person visitors.
• Generate letters of acknowledgment for corporate donors.
• Process applications for membership from non-profit organizations.
• Maintain files and correspondence in accordance with policy.
• Process Accounts Receivable and Accounts Payable payments.
• Provide superior service locating and obtaining donations in showroom.
• Keep office supplies stocked and monitor budget.
• Keep showroom stocked, neat, and organized.
• Run various reports and improve administrative systems.
• Work with president and staff to support operations.

Skills

Communication skills

Customer service

Microsoft Word

Excel

Organization

Multitasking

Confidentiality

Learn new systems

Team collaboration

Showroom service

Tools

Microsoft Word

Excel

Google Tools

Job description

The Administrative Coordinator will be responsible for the execution and reporting on a wide variety of administrative processes including: donation order tracking, accounts payable, accounts receivable, receiving and correspondence. The Administrative Coordinator will also be the initial point of contact for WIN’s nonprofit members, donors and vendors via telephone or in-person and will be responsible for connecting them with the appropriate staff member or service. Additional responsibilities include being a point of contact to provide service in our showroom, including stock keeping duties. This position reports directly to the president of the organization.

The right candidate will be someone who will take ownership of the administrative processes involved with receiving in-kind donations with an emphasis on prompt gift acknowledgment. In addition, you should be comfortable handling basic transactions in accounts receivable and accounts payable. You should have exceptional people skills and communication skills as you will be dealing with corporate donors as well as people in all levels of nonprofit organizations, team members and vendors. Proven ability to efficiently operate various Windows software and Google Tools is a must.

Tasks and Responsibilities:

• Receive incoming calls and in-person visitors
• Generate letters of acknowledgment for corporate donors
• Process applications for membership from non-profit organizations
• Maintain files and correspondence (paper and digital) in accordance with WIN’s Record Retention and Document Destruction Policy
• Process Accounts Receivable and Accounts Payable payments
• Provide superior service to our members locating and obtaining donations in our showroom
• Keep office supplies stocked and monitor office supply budget
• Keep showroom stocked, neat, and organized
• Run various reports
• Continually improve administrative systems and processes
• Keep your work area organized and safe

Competencies and requirements:

• Exceptional personal relations, written, and verbal communication skills
• Maintain confidentiality of any proprietary data or personal information
• At least 2 years with customer service related or customer-facing experience
• Be comfortable using many forms of communications including, but not limited to email, chat, phone, intercom,
• Be proficient with Microsoft Word and Excel
• Be able to learn how the financial and inventory systems relate to other aspects of our operation (like receiving, CRM and order management)
• Be willing to cross-train in other areas of the operation as opportunity permits
• Work closely with the president, vice president of programs, member services and fulfillment coordinator, and warehouse manager
• Work independently or as part of an awesome team
• Must be exceptionally organized and have strong abilities to multitask and prioritize
• Be safety-minded
• Have an infectious can-do attitude
• Appreciate WIN’s mission and contributions to the non-profit community

Compensation & Benefits

• $21.25/hour, 40 hours per week
• Exclusively first shift work
• Employer-sponsored health insurance
• Minimum of eight paid holidays annually
• One week paid vacation in first full year
• Paid sick leave accrual policy
• Company paid short-term disability insurance
• 403(b) retirement plan with company match up to 4% of earnings