Bookkeeping Administration Coordinator

Angel Dog Alliance, NFP; Naperville (IL); Hybrid; USD 10,000 - 60,000; Part time

Job summary

A passionate non-profit organization is seeking a part-time Bookkeeper and Admin Coordinator to support their mission of saving dogs from high-kill shelters. This role involves key responsibilities like financial tracking, invoice management, and administrative support within a collaborative team environment. Join to help make a difference!

Benefits

Collaborative team environment

Opportunity to grow within the organization

Qualifications

• Proven bookkeeping experience and familiarity with QuickBooks.
• Excellent administrative and multitasking skills.
• Strong written and verbal communication skills.

Responsibilities

• Provide direct administrative support to the Director and team members.
• Review and verify incoming invoices.
• Conduct reviews of foster/adopter applications.

Skills

Detail-oriented

Excellent administrative skills

Multitasking

Strong communication skills

Proficient in Excel

QuickBooks knowledge

Job description

Join Our Passionate Team at Angel Dog Alliance! Position: Bookkeeper and Admin Coordinator Hours: Part-Time Employee (25 hours/week) Location: Hybrid of Remote/on-site responsibilities as needed About Angel Dog Alliance: Angel Dog Alliance (ADA) is dedicated to saving dogs from high-kill shelters, providing foster-based adoptions, and supporting rescue efforts nationwide. Our compassionate, dedicated team seeks a meticulous, organized Bookkeeper and Admin Coordinator to support our life-saving mission. Why Join Us? • Be part of a meaningful mission, helping dogs find their forever homes. • Collaborative, supportive team environment. • Opportunity to grow within a compassionate, mission-driven organization. Ready to make a difference? Apply today and help us continue saving lives! Responsibilities: Key Responsibilities: • Administrative Support: Provide direct administrative support to the Director, Intake Coordinators, and Medical Manager. Assist with daily operational tasks and communications. • Petstablished Management: Ensure all dog accounts are set up, medical records uploaded, medical reminders established, and generate reports for microchips and spay/neuter requirements. • Application Processing: Assist with foster/adopt intake coordination and support secondary applicant conversations. • Inquiry Sheet - add all pet inquiries onto our Inquiry tracking sheet. Notify Intake Coordinators of new inquiry. (Source: emails, texts, phone calls, applications) • Invoice Management: Review and verify incoming invoices (board/train, veterinary bills, transport), ensure accurate documentation, and coordinate timely payments with the Operations Manager and accounting team. • Foster/Adoption Coordination: Manage and communicate appointment schedules for meet-and-greets, update dog status on Petstablished, and facilitate adoption contract signings through DigiSign post-trial. • Financial Tracking: Post income and expenses in QuickBooks. Collaborate with the team to document and manage pledges, donations, and adoption fees on Google Sheets and tracking documents. • Expense Verification: Work closely with the Medical Manager and accounting personnel to confirm the accuracy of veterinary bills and ADA credit card charges. • Applicant Reviews: Conduct thorough reviews of foster/adopter applications, home visits (via photos or Zoom), and coordinate meetings between potential adopters and existing pets. • Phone Communication: Return calls pleasantly and professionally as needed. Qualifications: • Proven bookkeeping experience and familiarity with QuickBooks. • Detail-oriented and accurate in record-keeping. • Excellent administrative and multitasking skills. • Proficiency in Excel, Google Sheets, DigiSign, and database updates. • Comfortable using portals, websites, and technology platforms. • Good with numbers and maintaining accuracy in financial tracking. • Strong written and verbal communication skills. • Pleasant and professional demeanor on phone calls. • Ability to handle sensitive and confidential information responsibly. • Passion for animal welfare and rescue operations. Compensation: $26 hourly

• Key Responsibilities: • Administrative Support:Provide direct administrative support to the Director, Intake Coordinators, and Medical Manager.Assist with daily operational tasks and communications. • Petstablished Management:Ensure all dog accounts are set up, medical records uploaded, medical reminders established, and generate reports for microchips and spay/neuter requirements. • Application Processing:Assist with foster/adopt intake coordination and support secondary applicant conversations. • Inquiry Sheet - add all pet inquiries onto our Inquiry tracking sheet. Notify Intake Coordinators of new inquiry. (Source: emails, texts, phone calls, applications) • Invoice Management:Review and verify incoming invoices (board/train, veterinary bills, transport), ensure accurate documentation, and coordinate timely payments with the Operations Manager and accounting team. • Foster/Adoption Coordination:Manage and communicate appointment schedules for meet-and-greets, update dog status on Petstablished, and facilitate adoption contract signings through DigiSign post-trial. • Financial Tracking:Post income and expenses in QuickBooks. Collaborate with the team to document and manage pledges, donations, and adoption fees on Google Sheets and tracking documents. • Expense Verification:Work closely with the Medical Manager and accounting personnel to confirm the accuracy of veterinary bills and ADA credit card charges. • Applicant Reviews:Conduct thorough reviews of foster/adopter applications, home visits (via photos or Zoom), and coordinate meetings between potential adopters and existing pets. • Phone Communication:Return calls pleasantly and professionally as needed.