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/Facility Coordination: (Up to 50%)

• Oversee day-to-day office operations, ensuring a productive and organized work environment for Amara staff.
• Track facility related needs and schedule facility related appointments with vendors and maintenance personnel under the recommendation of the CFO or COO.
• Must be available for in-person needs at both the Amara King and Pierce County offices as needed.
• Manage office supplies, equipment, and vendor relationships, including meeting vendors as needed to allow them access to Amara facilities to perform the required work.
• Coordinate routine maintenance tasks, inspections, and repairs to minimize downtime and disruptions to Amara staff and clients.
• Develop and maintain a calendar of facility and maintenance related tasks that are required for each Amara facility each year and ensure these appointments are scheduled and completed.
• Supporting and coordinating internal facilities projects, maintaining office and common spaces such as conference rooms and assisting staff and outside presenters in setting up the meeting space as needed.
• 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, annual training & securing PPE/other safety related supplies.

HR Support (Up to 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 fo