Office Administrator

Imprints of Honor (formerly Veterans Heritage Project); Phoenix (AZ); Hybrid; USD 40,000 - 50,000; Full time

Job summary

Imprints of Honor is seeking an Office Administrator to ensure smooth operations and support fundraising and program delivery. The ideal candidate will be organized, proactive, and passionate about supporting veterans. Responsibilities include administrative duties, event support, and bookkeeping. This position offers a salary between $40,000 and $50,000, with remote work flexibility every Wednesday.

Benefits

Employer-paid medical insurance

Qualifications

• Minimum of five years of relevant administrative experience.
• Minimum two years bookkeeping experience.
• Experience in nonprofit administration preferred.

Responsibilities

• Serve as first point of contact for visitors and callers.
• Manage logistics and registrations for special events.
• Assist with monthly bookkeeping using QuickBooks.

Skills

Customer service

Organizational skills

Attention to detail

Education

High school diploma

Bachelor's degree

Tools

QuickBooks

Salesforce

Microsoft Office

Adobe Acrobat

Google Suite

Job description

At Imprints of Honor, we believe service leaves a lasting legacy. Our mission honors veterans and empowers students through character and civic education. Our after-school program develops student leadership, confidence, character, and 21st century skills, while preserving veterans' legacies, and every team member plays a vital role in helping fulfill our expanding mission.

Position Summary :

The Office Administrator is a central member of our team, responsible for ensuring smooth day-to-day operations and supporting key functions across fundraising, program delivery, and organizational management. This role is ideal for someone who is organized, proactive, and passionate about supporting a cause that matters. The Office Administrator handles a range of administrative duties with professionalism and discretion and serves as a key point of contact for both internal and external stakeholders.

Key Responsibilities

Administrative & Operational Support

• Serve as first point of contact for visitors and callers with warmth and professionalism.
• Maintain office supplies and manage relationships with facility vendors (cleaning, maintenance, etc.).
• Ensure organization and documentation of standard operating procedures.
• Assist with monthly bookkeeping using QuickBooks in collaboration with our CPA.
• Maintain and update Salesforce CRM database, including donation processing, data entry, and report generation.

Program & Event Support

• Manage logistics and registrations for special events, conferences, and community programs.
• Support logistics for veteran speaker engagements and organizational presentations.
• Oversee book inventory and fulfillment, including order processing and shipping.
• Support the submission of participant and volunteer waivers and archival material for the Library of Congress.

Qualifications & Skills

• High school diploma required; bachelor's degree preferred
• Minimum of five years of relevant administrative experience
• Minimum two years bookkeeping experience.
• Experience in nonprofit administration preferred.
• Familiarity with CRM systems (Salesforce strongly preferred).
• Proficient in QuickBooks, Microsoft Office, Adobe Acrobat, and Google Suite.
• Strong attention to detail and organizational skills.
• High degree of professionalism and ability to handle confidential information.
• Customer service-oriented with a positive, team-driven attitude.
• Flexibility to adapt to shifting priorities and occasional evening / weekend work.
• Passion for the mission of Imprints of Honor and a commitment to excellence.

Salary : $40,000 - $50,000

Flexibility : Remote work every Wednesday

Health Coverage : Employer-paid medical insurance

Equal Opportunity Employer

Imprints of Honor is committed to creating an inclusive environment for all employees. We do not discriminate based on race, gender, age, disability, or any other protected status.

Employment is contingent upon a successful background check including verification of employment, education, driving records, and criminal history.

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