Finance & Operations Coordinator (P/T)

$62,400 - $62,400/Yr

Ww Consulting - Los Angeles, CA

Part-time - Entry Level

Remote - Los Angeles, CA

Professional, Scientific, and Technical Services

About the position

The Alliance for a Better Community is seeking a part-time Finance and Operations Coordinator to support its mission of advancing social, economic, and racial equity for the Latino/a community in Los Angeles. This hybrid position, requiring 20 hours per week, will report directly to the Director of Finance and will play a crucial role in supporting finance, office operations, and the overall ABC team. The position will also involve coordination of meetings, events, and board activities. The role is designed to be flexible, with the potential for increased hours (up to 35 hours per week) from January to March 2025, before returning to the standard part-time schedule. In this role, the Finance and Operations Coordinator will be responsible for various bookkeeping functions, including compiling expense documentation, managing vendor relationships, and assisting with document preparation for vendor payments. The coordinator will also support the monthly staff reimbursement process and draft invoices for funders. Additionally, the position requires maintaining office organization, supporting new employee onboarding, and managing both physical and digital filing systems. The coordinator will serve as the primary point of contact for office communications and assist with basic IT troubleshooting. The role also encompasses meeting, event, and board support, which includes making travel arrangements, coordinating team meetings, and managing logistics for internal and external events. The coordinator will be responsible for maintaining agendas, distributing documents for Board of Directors meetings, and ensuring all onsite logistics are handled efficiently. This position is integral to the smooth operation of the organization and requires a proactive, detail-oriented individual who can manage multiple tasks effectively while maintaining positive relationships with staff and leadership.

Responsibilities

• Support bookkeeping functions by compiling expense documentation and credit card receipts, and making bank deposits.
• Manage vendors via BILL, ensuring W-9s are collected and troubleshooting payment issues.
• Enter all invoices in BILL and assist with document preparation for vendor payments.
• Communicate with vendors to support electronic payments and collect W-9s.
• Create and submit the Executive Director's reimbursement requests monthly.
• Support the monthly staff reimbursement process and draft funder invoices and MOUs.
• Update all grant documents routinely and assist in creating grant templates for the team.
• Ensure the office is stocked, organized, and tidy, maintaining supplies within the provided budget.
• Support new employee onboarding and orientation processes, keeping training manuals up to date.
• Maintain physical and digital filing systems and records, sorting and distributing incoming mail.
• Assist in basic IT troubleshooting for office equipment and maintain filing systems per record retention policy.
• Serve as the primary point of contact for office phone and visitors.
• Make travel arrangements for conferences and events, and coordinate team meetings and team-building activities.
• Support internal and external event logistics, including venue reservations, catering orders, and setup coordination.
• Support all meeting and event logistics, including agendas and catering for monthly team meetings.
• Assist with Board of Directors meetings, maintaining agendas, distributing documents, and managing onsite logistics.

Requirements

• High school diploma or GED equivalent.
• 1-2 years of administrative experience preferred.
• Strong organizational and time management skills.
• Proactive, detail-oriented, and solution-driven approach.
• Flexibility and willingness to assist in varied projects.
• Proficiency with Google Workspace.
• Ability to work within a team environment and lead collaborative efforts.
• Good project management and multi-tasking skills with the ability to prioritize work effectively.
• Good interpersonal, verbal, and written communication skills, with a preference for bilingual candidates (Spanish & English).

Nice-to-haves

• Experience in bookkeeping or finance-related roles.
• Familiarity with vendor management systems like BILL.
• Experience in event planning and coordination.

Benefits

• $30 per hour compensation.
• Hybrid work environment.
• Flexible scheduling with potential for increased hours during peak periods.