Operations Coordinator

House Of Hope - Stuart, FL

Full-time - Mid Level

Stuart, FL

Nursing and Residential Care Facilities

About the position

The Operations Coordinator at House of Hope is responsible for assisting the Director of Operations in managing the daily operational functions of the organization. This role encompasses a variety of administrative and fiscal responsibilities, including human resources management, project management, and financial oversight, ensuring smooth operations within the non-profit sector.

Responsibilities

• Assist the Director of Operations with human resources management.
• Phone screen applicants and schedule interviews.
• Conduct pre-employment background screenings.
• Assist with scheduling new hire orientations and completing new hire paperwork.
• Compile materials and maintain employee files and database records.
• Maintain the annual employee evaluation schedule.
• Assist with communications and relationships with vendors.
• Schedule and follow up on facility maintenance requests and accounts.
• Assist with project management and communications to team and vendors.
• Manage office supply orders and disbursement of supplies for all locations.
• Take minutes for Board of Directors monthly meetings and maintain related paperwork.
• Prepare and compile data for the monthly CEO report.
• Compile monthly Food Partner data and maintain Food Partner files.
• Produce and distribute correspondence memos, letters, emails, and forms.
• Organize and implement the organization's fiscal functions, including accounts receivable and payable processes.
• Prepare checks and EFT transactions for deposit in conjunction with the bookkeeper.
• Oversee disbursement and reconciliation of petty cash funds.
• Track and reconcile grant income and expenses, providing backup documentation for timely reporting.
• Create and manage records for specialized and government funding.
• Reconcile all cash disbursements and cash receipts to the general ledger and bank statements monthly.
• Assist with preparation of monthly, quarterly, and annual financial statements for the CEO and Board of Directors.
• Coordinate with external auditors for the annual audit preparation.
• Assist in preparing the organization's annual budget and related financial planning reports.
• Collect payroll information and ensure accuracy for payroll functions.
• Manage employee benefit questions and deductions, coordinating changes with outside vendors.
• Monitor activity in brokerage accounts and make necessary journal entries.
• Manage banking relationships and staff credit cards.

Requirements

• Five years of administration and bookkeeping experience required.
• Associate or bachelor's degree preferred.
• Proficient in Microsoft Word, Excel, and QuickBooks.
• Excellent written and verbal communication skills.
• Strong organizational and interpersonal skills.
• Knowledge of principles and best practices in nonprofit accounting.
• Ability to read and interpret common financial information and identify problems.
• Ability to manage multiple priorities with attention to detail.
• Ability to work under pressure and exercise good judgment.
• Maintain confidentiality of clients, donors, coworkers, and agency information.
• Ability to work independently with minimal supervision.

Nice-to-haves

• Knowledge of QuickBooks for nonprofits.
• Reliable transportation with acceptable insurance coverage and valid Florida driver's license.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• Retirement plan