Administrative & Office Coordinator

Dominican Center; Milwaukee (WI); On-site; USD 36,000 - 48,000; Full time

Job summary

Dominican Center in Milwaukee seeks an Administrative & Office Coordinator to support day-to-day operations, greet residents and partners, manage records, and assist with financial tasks in QuickBooks.

Reporting to the Executive Director, you will coordinate calendars, prepare materials, handle inquiries, maintain files, and support programs and events while upholding confidentiality and a welcoming office environment.

Qualifications

• High school diploma or equivalent.
• Some college, an associate degree, or additional administrative training preferred.
• Minimum of two years of administrative, customer service, nonprofit, or related experience preferred.
• Experience working with residents and diverse communities strongly preferred.

Responsibilities

• Provide administrative support to the Executive Director, including managing and coordinating the calendar, scheduling meetings, preparing meeting materials, coordinating logistics, and assisting with meeting follow-up as needed.
• Greet residents, visitors, partners, and vendors; respond to inquiries by phone, email, and in person.
• Coordinate routine office functions: mail, deliveries, correspondence, copying, scanning, filing, and supply inventory.
• Maintain organized electronic and physical files and records.
• Support meeting coordination, including scheduling, preparing materials, and taking minutes.
• Assist staff with correspondence, forms, reports, mailings, data entry, and other administrative needs.
• Help maintain clean, organized common office areas.

Skills

Communication

Organization

Confidentiality

Customer service

Microsoft Office

QuickBooks

Data entry

Education

High school diploma

Some college or admin training preferred

Tools

QuickBooks

Job description

ORGANIZATIONAL OVERVIEW:

Dominican Center is a nonprofit organization serving Milwaukee’s Amani neighborhood. Our mission is to work with residents and partners to build a better future by connecting the community with resources and supporting resident priorities in housing and economic development, education and family well-being, and neighborhood safety. Our work is grounded in the belief that residents are the experts in their community and that lasting change is driven by resident leadership.

PRIMARY FUNCTION:

Reporting to the Executive Director, the Administrative & Office Coordinator supports the day-to-day administrative and office functions of Dominican Center. The position serves as a welcoming first point of contact for residents, visitors, partners, and vendors; maintains office records and systems; provides administrative support to staff and programs; and assists with routine financial administration, including expense tracking, deposits, financial documentation, and QuickBooks data entry.

JOB RESPONSIBILITIES:

Office & Administrative Support

• Provide administrative support to the Executive Director, including managing and coordinating the calendar, scheduling meetings, preparing meeting materials, coordinating logistics, and assisting with meeting follow-up as needed.
• Serve as a welcoming first point of contact, greeting residents, visitors, partners, and vendors and responding to phone, email, and in-person inquiries.
• Coordinate routine office functions, including mail, deliveries, correspondence, copying, scanning, filing, and supply inventory.
• Maintain organized and accurate electronic and physical files, records, and administrative documents.
• Support meeting coordination, including scheduling, preparing materials, and taking and maintaining meeting minutes as needed.
• Assist staff with correspondence, forms, reports, mailings, data entry, and other administrative needs.
• Help maintain clean, organized, and welcoming common office areas.

Financial & Recordkeeping Support

• Track and organize organizational expenses, invoices, receipts, vendor records, and other financial documentation.
• Prepare bank deposits and enter approved transactions and supporting documentation into QuickBooks, including checks, ACH transactions, and credit card expenses.
• Maintain complete financial records, follow up on missing documentation, and organize materials needed for monthly reviews, grant reimbursements, audits, and reporting.
• Identify discrepancies or unusual transactions and refer them to the Executive Director or appropriate financial professional for review.

Resident, Program & Community Support

• Assist residents with registrations, forms, applications, and general resource information as appropriate.
• Provide administrative and logistical support for programs, community meetings, and special events, including registration, sign-in materials, printing, and supplies.
• Maintain accurate resident, program, and outreach information in organizational databases and tracking systems.
• Provide additional administrative support as assigned.

FINANCIAL ADMINISTRATION NOTE:

The Administrative & Office Coordinator provides routine bookkeeping and financial administrative support under the direction of the Executive Director. The position does not independently approve expenditures or perform accounting functions such as payroll processing, bank reconciliations, financial statement preparation, or accounting decision-making.

ESSENTIAL SKILLS & COMPETENCIES:

• Strong communication, interpersonal, and customer service skills with the ability to build positive relationships with residents and community partners.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Ability to exercise sound judgment, solve problems, and recognize when issues should be elevated.
• Ability to maintain confidentiality when handling sensitive resident, personnel, financial, and organizational information.
• Ability to work independently and collaboratively with staff and leadership.
• Proficiency with Microsoft Office, Google Workspace, or similar technology; QuickBooks experience required.
• Basic bookkeeping or financial recordkeeping experience required.

QUALIFICATIONS:

• High school diploma or equivalent required.
• Some college, an associate degree, or additional administrative training preferred.
• Minimum of two years of administrative, customer service, nonprofit, or related experience preferred.
• Experience working with residents and diverse communities strongly preferred.

PHYSICAL ENVIRONMENT/WORK ENVIRONMENT:

• Ability to sit or stand for extended periods of time.
• Ability to lift a minimum of 25 lbs.
• Ability to function in a community-based office environment that may at times be busy or high energy.
• Ability to interact professionally with diverse people.
• Ability to work in a variety of office and community environments.
• Ability to work occasional evenings and weekends based on organizational, program, and community event needs.

DISCLAIMER:

Dominican Center is an equal opportunity employer in accordance with local, state and federal laws. The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as, a comprehensive description of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.