ProgressNow Operations Coordinator

Valid8 Financial, Inc.; Richmond, Northern (VA, KY); Hybrid; USD 50,000 - 61,000; Full time

Benefits offered by this job

Unlimited vacation

8 paid holidays

Employer-paid health, vision, dental

401K with 3% match

Job summary

ProgressNow is a fully remote nonprofit organization seeking an Operations professional to handle payroll, AP/AR, vendor contracts, and HR duties across the East/Central time zones. The role supports month-end close, travel bookings, and compliance tasks in a dynamic remote environment.

You will coordinate with staff and leadership, maintain confidential records, and ensure timely financial reporting and cost allocations. A commitment to equity and collaborative teamwork is essential.

Qualifications

• Basic knowledge of 501(c)(3) and 501(c)(4) compliance; 2–3 years nonprofit operations experience.
• Working knowledge of QuickBooks, other accounting software, and GAAP.
• Able to operate in Eastern or Central time zones; remote-friendly.
• Ability to maintain a high level of confidentiality.
• Strong attention to detail.
• Excellent verbal and written communication skills.
• Excellent organizational and time management skills.
• Strong interpersonal skills and team collaboration in a 100% remote environment.
• Commitment to racial equity, diversity, and social justice.

Responsibilities

• Manage logistical support for events and meetings, including conferences and staff retreats.
• Assist with grant compliance and reporting.
• Ownership of payroll processing with a PEO and cost-sharing allocations.
• Support month-end close with cost-sharing allocations for various programs.
• Manage accounts payable/receivable using Bill.com with Bookkeeper support.
• Coordinate travel and accommodations for staff.
• Administer organization credit cards with monthly reconciliation.
• Maintain organizational files and coordinate meetings.
• Vendor, lease, and regranting contract maintenance, incl. 1099 filings.
• Generalist HR duties: postings, onboarding/offboarding, timesheets, handbook updates, wellness comms, training tracking.
• Maintain compliance calendar; renewals and deadlines.
• Other duties as assigned.

Skills

Payroll processing

QuickBooks

Nonprofit operations

Confidentiality

Attention to detail

Verbal & written communication

Organization & time management

Remote teamwork

Diversity & equity values

Tools

QuickBooks

Bill.com

GAAP

Job description

We are the communications & digital nerve center for the progressive movement. Our state hubs deliver electoral & policy victories. As core infrastructure, we move millions of voters across our state network through data-driven best practices, organic & paid digital content, and decades of expertise. Our 28 affiliates serve as a marketing shop for the progressive community. Behind the scenes, we facilitate communications and digital tables that align and coordinate the community behind a shared message and strategy. From staffing issue coalitions, developing message and communications calendars, and training and pitching spokespeople to developing digital content for partners and coordinating digital ad buys to maximize impact, we organize the progressive community’s communications for maximum impact.

ProgressNow’s national operations are led by its President, Anna Scholl, Managing Director Maya Castillo, and a team that includes expertise in communications, organizing, technology, research, and data analysis.

What You’ll Do

Manage logistical support for events, conferences, and external meetings, including two annual conferences and one staff retreat

Assist with grant compliance and reporting

Ownership of full payroll process, including processing of payroll with professional employment organization (PEO), corresponding cost-sharing allocations, and document retention of all documentation.

Support the Senior Director of Operations in the month-end close process through calculations of cost-sharing allocations for PN, PNE, and all FSPs. Calculations include: staff hours, programmatic and operational expenditures, and credit card expenses.

Ownership of accounts payable and receivables using Bill.com, with support from the Bookkeeper.

Ownership of all booking of travel and accommodations for staff members

Ownership and administration of the organization’s credit cards, including monthly reconciliation & organizing receipt files

Maintain organizational files and records and coordinate organizational meetings as necessary

Contract maintenance for all organizational vendors, leases & regranting – including annual 1099 filings

Ownership of generalist human resource functions: including job postings, employee file maintenance, timesheet administration and collection, onboarding/offboarding of all staff on ProgressNow payroll, employee handbook and addendum updates as necessary, staff wellness communication, and professional development tracking for all National staff

Maintain the compliance calendar, including registrations, renewals and filing deadlines

Other responsibilities as assigned

Who You Are & Keys to Success (the must-haves)

To be successful in this job, you will excel in these areas:

Basic knowledge of 501(c)(3) and 501(c)(4) compliance, with 2-3 years of experience in nonprofit operations

Working knowledge of Quickbooks, other accounting software, and generally accepted accounting practices

Able to work in the Eastern or Central time zones – bonus if in the Charlottesville, VA area, but NOT required.

Ability to maintain a high level of confidentiality

Strong attention to detail

Curiosity, eagerness to learn

Excellent verbal and written communication skills

Excellent organizational and time management skills

Strong interpersonal skills and ability to work in a team environment

Experience working and thriving in this type of role in a 100% remote environment

Commitment to racial equity, diversity, and social justice

What Else You Should Know

ProgressNow is an equal-opportunity employer and is committed to fostering a workplace that is inclusive, respectful, and free from discrimination. ProgressNow does not discriminate in employment on the basis of race, color, religion, creed, sex, pregnancy, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable federal, state, or local law.

We value having staff who come from communities most impacted by our issues, and encourage people of color, LGBTQ people, transgender and gender non-conforming people, people with disabilities, and individuals from other historically underrepresented communities to apply.

The position is full-time and fully remote. The role requires 15% travel. Expected travel includes one annual staff retreat and two ProgressNow conferences.

Compensation

Because negotiating is inherently inequitable, we want to be transparent about what benefits we can offer up front and avoid negotiation. The starting salary for this position is $55,000.

Our benefits include:

Unlimited vacation with a requirement that each staff member take at least 2 weeks each year.

Eight paid holidays as well as an office closure annually between Christmas and New Year’s Day.

Employer-paid health, vision, and dental insurance

A 401K plan with 3% employer match

How to Apply

Research has shown that women and members of historically marginalized groups often only apply to jobs when they feel they meet 100% of the qualifications. We are committed to creating an equitable, inclusive, and diverse organization and we strongly desire applicants with a wide range of experiences and backgrounds: even if you don’t see yourself fully reflected in every qualification listed, we still encourage you to reach out and apply.

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