Administrative Coordinator

WIN Warehouse; St. Louis (MO); On-site; USD 24,000 - 34,000; Full time

Benefits offered by this job

Health insurance

First shift

Eight paid holidays

Paid vacation

Sick leave accrual

401(k) retirement with company match

Job summary

WIN Warehouse in Missouri seeks an Administrative Coordinator to manage donor relations, accounting tasks, and showroom operations. You will handle donation processing, receivables/payables, and member communications with a strong emphasis on service.

The role requires excellent organizational skills, ability to multitask, and proficiency with MS Word/Excel. You will report to the president and support nonprofit partners, donors, and vendors in a fast-paced setting.

Qualifications

• Exceptional communication with internal and external stakeholders.
• 2+ years in customer service or customer-facing roles.
• Maintain confidentiality of sensitive information.
• Strong organizational skills and ability to multitask.
• Proficient with Word processing and basic tools.

Responsibilities

• Receive incoming calls and in-person visitors.
• Generate letters of acknowledgment for donors.
• Process membership applications from nonprofits.
• Maintain files and correspondence per policy.
• Process Accounts Receivable and Accounts Payable payments.
• Assist members in the showroom with donations.
• Keep showroom and office stocked and organized.
• Run various reports and improve processes.
• Coordinate with president, staff, and vendors as needed.

Skills

Communication skills

Customer service

Confidentiality

Multitasking

Word processing

Tools

Microsoft Word

Microsoft Excel

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.

Requirements

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

Benefits

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