Administrative Coordinator

Future-Able; United States; On-site; USD 33,000 - 44,000; Part time

Job summary

Future-Able seeks an Administrative Coordinator for a temporary, part-time role supporting the Business Operations within a Marketing & Communications team. You will handle contracts, invoices and routine follow-up to keep items moving on schedule.

Ideal candidates have 3+ years in admin/ops support, strong organization, and discretion with confidential information. The role requires overseeing multiple priorities and using tools like Outlook, Word and Excel.

Qualifications

• 3+ years of experience in an administrative, coordination or operations-support role.
• Strong follow-through with the ability to own open items through completion.
• Professional persistence in following up with colleagues at all levels.
• Excellent organizational skills and attention to detail across multiple priorities.
• Discretion when handling confidential contract, vendor and financial information.
• Clear, professional written communication; ability to learn new systems quickly.

Responsibilities

• Track contracts from intake through full execution with clear ownership.
• Route agreements to Legal, Finance and signatories and follow through to completion.
• Maintain contract logs and filed copies; monitor renewal dates and deadlines.
• Log, route, and reconcile vendor invoices; monitor overdue items and resolve issues.
• Coordinate with Business Operations to keep trackers current and publish weekly status summaries.
• Provide scheduling support, prepare materials, and assist with onboarding logistics.

Skills

Administrative experience

Detail orientation

Organization

Professional communication

Tools

Asana

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Anticipated Duration: ASAP through June 30, 2027

Future-Able is recruiting an Administrative Coordinator for a temporary assignment supporting the Business Operations function within a Marketing & Communications team at a leading mission-driven nonprofit organization.

This is a hands-on administrative and operational role focused on keeping contracts, invoices and recurring commitments moving on schedule. The right person will be highly organized, detail-oriented and comfortable following up across teams to make sure open items are completed.

This is a coordination and follow-through role rather than a strategic position. Success will come from keeping things moving: contracts reaching signature without stalling, invoices being processed on time, and open items getting the follow-up they need.

What You’ll Do

Contract Administration

• Track contracts from intake through full execution, maintaining visibility into status and ownership
• Route agreements to Legal, Finance and appropriate signatories and follow up through completion
• Maintain contract logs and supporting documentation, ensuring executed copies are appropriately filed
• Track renewal and expiration dates and flag upcoming deadlines

Invoice and Payment Coordination

• Receive, log and route vendor invoices to appropriate approvers and Accounts Payable
• Monitor outstanding and past-due invoices and follow up through resolution
• Reconcile vendor statements against invoice records and surface discrepancies
• Serve as a point of contact for routine vendor billing inquiries

Operational Follow-Through

• Own routine follow-ups across Business Operations workstreams
• Confirm next steps and help close open items that might otherwise stall
• Maintain shared trackers in Asana and keep status current
• Prepare a weekly open/blocked/closed status summary

General Team Administration

• Provide scheduling and meeting support, including calendar coordination, agenda circulation, materials preparation and action-item follow-up
• Maintain shared files, distribution lists and team documentation
• Support expense-report preparation and submission
• Assist with vendor and freelancer onboarding logistics, including paperwork and system-access coordination
• Provide general administrative support as needed

What We’re Looking For

• 3+ years of experience in an administrative, coordination or operations-support role
• Strong follow-through and a demonstrated ability to own open items through completion
• Comfort following up professionally and persistently with colleagues at all levels
• Excellent organizational skills and attention to detail across multiple concurrent priorities
• Discretion and sound judgment when handling confidential contract, vendor and financial information
• Clear and professional written communication skills
• Proficiency with Microsoft Outlook, Word and Excel
• Ability to learn new systems quickly

Preferred

• Experience supporting a Marketing, Communications, PR, Creative or related business function
• Experience with contract-routing or accounts-payable processes
• Experience with Asana or a comparable work-management platform
• Experience in a nonprofit or mission-driven organization

Employment Type: Temporary

Schedule: Part-time, 20 hours per week, approximately 5 hours per day Monday through Thursday

Core Availability: Substantial overlap with Eastern Time business hours

Pay: $27.84/hour

Anticipated Duration: ASAP through June 30, 2027

This is a temporary hourly assignment through Future-Able supporting a client organization.