Administrative Operations Coordinator

Company Description

Amara is committed to positive long-term outcomes for children and families. We drive systemic change, promote healing, and advance racial and LGBTQIA+ equity by offering programs and services to families engaged in the child welfare system.

At Amara, we believe that a supportive, equitable and inclusive workplace, where everyone feels valued, trusted, and nurtured, is key to shaping organizational culture and investing in underrepresented communities. Amara believes that a diverse workforce and inclusive workplace enhances our ability to fulfill our mission. We strongly invite candidates from diverse backgrounds, including communities of color, the LGBTQ+ community, veterans, and people with disabilities to apply.

We are seeking to hire an Administrative Operations Coordinator to work closely with the administrative staff to assist with a dynamic blend of accounting, office, facility and HR responsibilities. 

Job Description

Position Summary

The Administrative Operations Coordinator will be responsible for managing administrative tasks in support of our Finance and HR teams, and for providing general operational support. The Administrative Operations Coordinator will serve as a key point of contact for internal teams and external vendors/partners ensuring smooth day-to-day operations across departments.

The ideal candidate will be a problem-solver with excellent communication skills, capable of juggling multiple tasks while maintaining a high level of accuracy and professionalism. This role requires a strong ability to work both independently and collaboratively, demonstrating initiative and adaptability in a fast-paced environment. Candidates must be available to work at and travel between Amara’s King and Pierce County offices as needed.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Finance Responsibilities: (Up to 40%)

• Receives vendor invoices (bills) and seeks approval from the appropriate manager.
• Data entry of approved vendor invoices (bills).
• Assists accounting staff with Expense Point (employee reimbursement software) as needed, including sending staff reminders and assisting with staff inquiries.
• E-Files all documentation related to accounts payable activities.
• Prepare accounts payable reports as directed.
• Depositing checks and making bank deposit reports.
• Assisting Sr./Jr. staff accountant with tasks as needed.
• Other related duties as assigned.

Office Coordination: (Up to 50%)

• Oversee day-to-day office operations, ensuring a productive and organized work environment for Amara staff.
• Liaising with maintenance, cleaning, security and utility vendors (as needed) to ensure successful operations at both Amara facilities.
• Must be available for in-person needs, including vendor appointments at both the Amara King and Pierce County offices as needed.
• Manage office supplies, equipment, and vendor relationships.
• Coordinate routine maintenance tasks, inspections, and repairs to minimize downtime and disruptions to Amara staff and clients.
• Supporting and coordinating facilities projects, maintaining office and common spaces such as conference rooms and assisting staff and outside presenters in setting up meetings with proper equipment.
• May assist in planning office layouts, assisting with equipment relocation.
• Coordinate meetings, schedules, and travel arrangements for the admin team (as needed).
• Responsible for monitoring the general Amara email and phone lines, including forwarding messages to appropriate parties and responding to those within scope of role.
• Handle correspondence, document management, and administrative support as directed.
• Identify cost-saving opportunities in procuring goods and services.
• Assist with safety-related inspections, risk assessments, assessing annual safety training needs & securing PPE/other safety related supplies as needed.

HR Support (10%)

• Assist with maintenance of HR files, including updating relevant tracking spreadsheets as directed.
• Assist with sending training-related reminder notices to staff and tracking annual training needs.
• Assist with creating certificates of completion for internal training and other HR related correspondence as needed and with entering training hours into the database.
• Assist with recruiting efforts as needed which may include running ads and attending in-person job fairs.
• Act as a backup for timesheet review and payroll processing when needed.

Qualifications

Qualifications: The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong interpersonal skills, high level of professionalism and ability to work independently.
• Previous Accounts Payable/Receivable or other accounting work experience preferred.
• Ability to quickly perform routine tasks with consistent accuracy and attention to detail.
• Strong organizational skills including the ability to start and finish projects with minimal supervision.
• Ability to flex hours on an occasional basis.
• Ability to multitask and initiative to take assigned tasks to the next level.
• Strong verbal and written communication skills including ability to exercise a high level of discretion and confidentiality.
• Demonstrated ability to problem solve and use logic and available resources.
• Basic knowledge of HR principles and labor laws.
• Experience with QuickBooks (preferred)
• Experience with MS Word, Outlook, and Excel required.
• Knowledge of web delivery tools (Zoom, Teams) preferred.

Education: Associate’s degree in business, accounting, or related field; work experience may be substituted with demonstrated ability to understand accounting and office fundamentals.

Supervisory Responsibilities: Not applicable

Additional Information

Salary and Benefits

This is a full-time hourly position with a rate of pay between $27.89-$33.65/hour ($58,000-$69,999 annually) depending on experience. The final salary offer will be commensurate with the selected candidate's experience, qualifications, and demonstrated abilities. Amara offers a generous leave and benefits package including 10 company holidays, 4 personal days, sick leave, and 15 days of vacation per year. Competitive health, dental and vision insurance rates, a 401k with a company match, life, disability insurance and a paid sabbatical. Amara supports a hybrid work schedule with some flexibility to work from home. 

Criminal Background Check

Amara conducts background checks appropriate to the contractual requirements of the position. A previous conviction will not necessarily bar individuals from employment at Amara. For specific requirements please feel free to contact the hiring manager or human resources.

Vaccination Requirement:

Amara requires that all employees be fully vaccinated against COVID-19. This requirement is designed to prioritize the safety of the children and families we serve. Exemptions may be sought only for documented medical or religious accommodation.

To Apply

To express your interest in this position, please submit your resume and one-page cover letter indicating why this position is the right opportunity for you. Resumes submitted without a cover letter will NOT be considered. 

Applications will be accepted until the position is filled. 

Amara is an Equal Opportunity Employer