Administrative Manager

Silicon Valley Bicycle Coalition; San Jose (CA); On-site; USD 55,000 - 69,000; Full time

Benefits offered by this job

401(k)

Paid leave

Transit reimbursement

Job summary

Silicon Valley Bicycle Coalition is seeking an Administrative Manager to oversee bookkeeping, payroll, budgeting, HR, grants and contracts, and general administrative functions. The role supports leadership and the board, ensuring fiscal health and operational continuity.

The position requires strong accounting knowledge, experience with nonprofit finance, and proficiency in QuickBooks and Excel. In-office work with occasional local travel, in a fast-paced environment that values collaboration.

Qualifications

• Bachelor's degree or equivalent experience in nonprofit finance/administration.
• Experience with nonprofit budgets, grants, and audits preferred.
• Hands-on QuickBooks bookkeeping and payroll processing required.

Responsibilities

• Lead bookkeeping, payroll, and monthly close processes.
• Support budgeting, forecasting, and variance analysis for leadership and board.
• Oversee HR processes, onboarding, and benefits administration.
• Administer grants, contracts, and compliance tracking.

Skills

Interpersonal skills

Time management

Organizational skills

Attention to detail

Communication

Education

Bachelor's in accounting

Public administration

Equivalent experience

Tools

QuickBooks

Microsoft Excel

Payroll systems

HRIS

Job description

The Administrative Manager ensures sound financial operations and efficient administrative systems to support SVBC’s programs. This role leads bookkeeping and payroll, supports budgeting and compliance, manages HR processes, supports grants and contracts, and provides administrative support to leadership and the board. The Administrative Manager plays a key role in the fiscal health and operational continuity of the organization. The person in this role ensures smooth day-to-day operations while adhering to annual and long-term goals. Excellent time and task management are essential, as are good interpersonal skills.

Primary responsibilities

Financial Management (approximately 55%)

• Review and distribute monthly financial reports to leadership
• Coordinate with external accountant for monthly and annual closes, 990 preparation, and audits.
• Prepare and file sales, property, and income tax returns or coordinate filings with external advisors.
• Work with the fundraising team to ensure accurate reporting of donations and to support fundraising activities.
• Oversee fiscal sponsorship relationships and ensure accurate pass-through accounting.
• Lead the annual budgeting process and monitor actuals vs. budget; present variance reports to leadership and the board.

Human Resources (approximately 25%)

• Oversee payroll processing and benefits administration; ensure timely enrollment, accurate deductions, and reporting.
• Manage onboarding/offboarding, maintain confidential personnel files, and support recruitment processes.
• Maintain and update employee handbook and HR policies; ensure compliance with California wage & hour laws.
• Coordinate workers’ compensation audits and claims administration.

General Administration and Compliance (approximately 15%)

• Administer grants and contracts, including insurance requirements, invoicing, and compliance tracking.
• Maintain records according to the organization’s records retention policy.
• Support board administration: prepare meeting materials and minutes, maintain roster and conflict-of-interest forms, and facilitate board elections.
• Manage office operations (leases, vendors, supplies) and maintain the organizational calendar.
• Administer staff software systems and serve as primary contact for vendors and IT support.

Special projects and other duties (approximately 5%)

• Lead or support special projects assigned by leadership (e.g., systems upgrades, policy development, all staff meetings/retreats).
• Bachelor’s degree in accounting, business, public administration, or equivalent experience.
• 3–5 years’ experience in nonprofit or small-organization finance and administration, including hands-on QuickBooks bookkeeping.
• Demonstrated experience working in fast-paced environments, with the ability to switch between finance tasks and operational requests that arise.
• Proficiency in QuickBooks and Microsoft Excel.
• Experience with payroll systems and benefits administration.
• Strong attention to detail, confidentiality, and ability to manage multiple priorities independently.

Desired qualifications

• Knowledge of GAAP, government grant administration, and experience with fiscal sponsorships.
• Experience with California wage and labor law.
• Experience supporting audits and working with external accountants.
• Familiarity with HRIS or payroll platforms and cloud accounting tools.
• Background in finance/administration for small nonprofits.
• Passion for biking and sustainable transportation.
• Excellent communication and interpersonal skills; able to present financial information to non-financial stakeholders.
• Strong organization skills with proven ability to track details and meet deadlines.
• Highly adaptable with the focus and emotional intelligence required to juggle competing deadlines and understand organizational priorities.
• Exceptional capacity to track complex projects and daily workflows.
• High ethical standards and commitment to confidentiality.
• Brings a proactive, problem-solving mindset and collaborative work style.
• Experienced in navigating organizational change and supporting teams through workplace culture transitions.
• Salary range: $40.00-50.00/hr (DOE).
• Benefits include 401(k), paid leave, and transit reimbursement.

Legal & logistical statements

• SVBC is an equal opportunity employer and welcomes diverse candidates.
• Work location: in-office with occasional local travel for meetings