Administrative Coordinator - Finance & Human Resources

DOGS; Town of Florida (NY); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Dental and vision insurance

Medical coverage

Life insurance

Retirement plan match after one year

Fitness center on campus

Paid time off and holidays

Dog-friendly workplace

Job summary

Dogs Inc in Florida is seeking an Administrative Coordinator to support the Finance and Human Resources teams. You will work closely with the Donor Relations Specialist and staff, ensuring accurate data entry and timely donor communications.

The role requires a high school diploma or GED, proficiency with Microsoft Office, and excellent customer service. You will handle gift shop payments, process donations, maintain records, and assist during events.

Qualifications

• High school diploma or GED and one year of related experience; nonprofit experience helpful but not required.
• Proficiency with Microsoft Office, especially Outlook, Excel, and Word.
• Excellent customer service skills.

Responsibilities

• Assist the Donor Relations Specialist with data entry.
• Respond promptly to donor phone calls and emails.
• Support the timely processing of donor acknowledgment letters and tribute gifts.
• Create new donor records and update existing records as needed.
• Process daily Gift Shop payments and provide support to gift shop volunteers.
• Process Vet Center invoice payments and assist with student preventative purchases.
• Prepare and distribute the weekly major gift email.
• Prepare the weekly cash deposit and file related documentation.
• Research and resolve issues related to returned mail.
• Assist with onsite donations during special events, as needed.
• Maintain electronic team member files.
• Maintain adequate inventory and deliver branded apparel and name badges for new and existing team members.
• Complete monthly employee benefit reconciliations by verifying vendor invoices against payroll deductions and enrollment records.
• Complete special projects as assigned.

Skills

Customer service

Education

High school diploma or GED

Tools

Microsoft Office

Outlook

Excel

Word

Job description

Administrative Coordinator – Dogs Inc

Job Location: Dogs Inc Main Campus - Palmetto, FL 34221

Our Finance and Human Resources team seeks an Administrative Coordinator to support the department’s daily operations. The role works closely with the Donor Relations Specialist and Human Resources, providing exceptional customer service to donors and team members.

Essential Duties and Responsibilities

• Assist the Donor Relations Specialist with data entry.
• Respond promptly to donor phone calls and emails.
• Support the timely processing of donor acknowledgment letters and tribute gifts.
• Create new donor records and update existing records as needed.
• Process daily Gift Shop payments and provide support to gift shop volunteers.
• Process Vet Center invoice payments and assist with student preventative purchases.
• Prepare and distribute the weekly major gift email.
• Prepare the weekly cash deposit and file related documentation.
• Research and resolve issues related to returned mail.
• Assist with onsite donations during special events, as needed.
• Maintain electronic team member files.
• Maintain adequate inventory and deliver branded apparel and name badges for new and existing team members.
• Complete monthly employee benefit reconciliations by verifying vendor invoices against payroll deductions and enrollment records.
• Complete special projects as assigned.

Responsibility for Money

This position handles monetary donations (cash, check, credit card, PayPal) from the gift shop, petty cash, vendor mailing checks, and incoming checks to secure areas. It also verifies cash for deposits and manages property such as computers, printers, calculators, phone, laptop, and building keys.

Physical Demands

• Ability to sit for extended periods throughout the workday, with occasional walking and light lifting of up to 25 pounds.
• Occasional exposure to outdoor weather conditions as job duties require.
• Requires manual dexterity, mobility, and the ability to perform tasks involving close visual attention.
• Work is performed in an office environment with moderate noise levels.

Qualifications

• High school diploma or GED and one year of related experience; non‑profit experience is helpful but not required.
• Proficiency with Microsoft Office, especially Outlook, Excel, and Word.
• Excellent customer service skills.

Expectations

• Support and collaborate with team members across departments.
• Accept and apply constructive feedback professionally.
• Maintain a positive, solutions‑oriented attitude and foster a cooperative work environment.
• Work independently with minimal supervision while taking initiative and meeting deadlines.
• Exhibit reliability, punctuality, and a strong commitment to attendance.
• Contribute to maintaining a clean, safe, and welcoming environment for staff, guests, volunteers, and animals.

Benefits

• Full dental and vision insurance premiums covered; competitive medical coverage; $15,000 life insurance policy.
• Discretionary retirement plan match for all benefit‑eligible employees after one full year of employment.
• Free access to campus fitness center and chef‑prepared lunches served Monday–Friday.
• Generous paid time off (12–20 days per year based on tenure) and 14 paid holidays, including your birthday.
• Opportunities to earn additional paid time off through reward‑based programs.
• Dog‑friendly workplace: bring a well‑behaved, pre‑screened dog to work.