Location: Hybrid position with remote work considered.
Pay Range: $60,000 – $75,000 based on experience.
Summary of the Role:
We are seeking a motivated, detail-oriented professional to join our team in a dual-capacity role that combines human resources support, payroll, accounts payable and receivable support, and general administrative duties.
The Operations Coordinator supports core functions in HR, payroll, finance, accounting, and office administration. This role is ideal for a mission driven professional, eager to grow while contributing to a meaningful nonprofit mission. The ideal candidate thrives in a collaborative environment, brings strong organizational skills, and is comfortable juggling a variety of administrative tasks and reporting to multiple supervisors. This position also requires maintaining the confidentiality of company, employee, and client information.
Key Responsibilities
Accounting
- Process vendor invoices and support the accounts payable approval process.
- Process expense reports and support the approval process.
- Prepare and send invoices for accounts receivable; track and follow up on outstanding payments.
- Maintain compliant financial recordkeeping documentation and accurate entries in JobForward’s accounting system, NetSuite.
- Assist with monthly financial reconciliations and documentation for grant reporting as requested by the Chief Financial Officer (CFO).
- Support annual audit and inventory preparation as requested by the Chief Financial Officer.
- Perform monthly bank account and credit card account reconciliations.
- Post bank deposits against receivables according to internal control procedures.
- Ensure all accounts payable/receivable transactions have proper approvals and are posted to JobForward’s accounting system in accordance with company policies.
- Coordinate with CFO and JobForward’s grant management team on allocating expenses to grants.
Payroll Processing
- Process payroll on a biweekly or semi-monthly basis, including:
- Collecting data from electronic timesheets and verifying hours are correct in the payroll module of the company’s accounting and payroll system.
- Enter payroll data into the payroll system.
- Ensure wage, deduction, and benefit accuracy.
- Coordinating with CFO to reconcile payroll-related expenses and participate in billable time meetings to determine if all billable time is properly identified.
- Manage jurisdiction and tax rate changes in the company’s payroll system or with its payroll vendor.
- Respond to employee payroll questions and address discrepancies.
Human Resources
- Support the human resources department with general human resources, benefits, and compliance matters.
- Support full employee lifecycle, including recruitment, onboarding, and offboarding.
- Prepare job postings, screen resumes, schedule interviews, and coordinate hiring processes.
- Maintain accurate and up-to-date personnel files, HRIS records, and compliance documentation.
- Assist with benefits administration, including enrollment, changes.
- Help coordinate performance review cycles, staff development initiatives, and employee engagement.
- Ensure compliance with federal and state labor laws, organizational policies, and nonprofit HR standards.
- Support HR and organizational culture initiatives to enhance employee engagement.
- Coordinate wellness committee, activities, and newsletter.
- Maintain quarterly HR department goals and annual accomplishments report.
- Create action items for the HR department and monitor progress.
- Interface with company benefits administrators, third-party providers, and agents to ensure open enrollment and benefit renewals are processed efficiently, and perform ongoing compliance and reporting tasks.
- Manage the open enrollment process with employees on an annual basis.
- Attend compliance and HR-specific webinars and information sessions, and read relevant articles and reports, and provide feedback to the head of human resources.
- Manage employee milestone gifts and awards as applicable.
General Administration
- Manage office supplies, equipment, and facility coordination.
- Support scheduling, meeting preparation, and event logistics.
- Maintain company databases with project-specific information as requested.
- Maintain company records and assist with renewals related to company business insurance policies, employee assistance programs, registered agent, and state licensing and other compliance-related items to ensure JobForward maintains compliance and is in good standing in all states where it maintains employees.
- Assist leadership with special projects, data entry, research, document preparation, and administrative tasks.
- Make travel arrangements.
- Maintain organized internal processes and contribute to continuous operational improvements.
- Other duties as assigned.
CONTACTS
This position involves extensive interaction with JobForward senior management, peers, client teams, and other external contacts.
EDUCATION AND EXPERIENCE
Formal education:
Minimum of a high school diploma required with an Associate’s degree in business administration, human resources, accounting, or related field preferred. This preference can be met with equivalent experience.
Professional experience:
Two years of work experience in either human resources and/or accounting is preferred.
Other preferred experiences include:
- Experience in a nonprofit or workforce development environment.
- Familiarity with HRIS, payroll, or accounting systems (e.g., NetSuite, QuickBooks, ADP, Paychex, or other payroll application).
- Experience with foundation and/or federal and state grant compliance and funder reporting requirements.
CORE COMPETENCIES
- Strong interpersonal and relationship-building skills.
- Professional written and verbal communication skills.
- Ability to work effectively with concurrent and varying deadlines.
- Must possess excellent organizational and time management skills.
- Must have a strong sense of teamwork and accountability.
- Must be proficient in Microsoft Office 365 (or more current version), including Word, Excel, Outlook, PowerPoint and Teams.
- Should be familiar with and able to use other virtual meeting platforms such as MS Teams, Webex, Zoom and Google Meet.
- Mathematical Skills: Must possess the ability to calculate figures and amounts applying concepts of basic mathematics.
- Reasoning Skills: Must be able to apply critical thinking skills to multiple situations in order to:
a. Make decisions and solve problems using sound reasoning and judgment.
b. Gather and analyze information from a diverse set of sources and individuals to fully understand a problem.
c. Proactively anticipate needs and prioritize action steps.
d. Interpret a variety of instructions furnished in written, oral, diagram, or other form.
ROLE-SPECIFIC COMPETENCIES
- Intermediate Excel skills is necessary in this role.
- Working knowledge of payroll processing and basic human resources principles.
- Strong attention to detail.
- Must be highly organized and excel at time management, as this role will manage multiple projects with concurrent and varying deadlines.
- Ability to maintain confidentiality and handle sensitive company and employee information, and maintain professionalism at all times.
- Ability to use the company’s CRM and accounting/payroll software – NetSuite.
- Beginner-level skills for utilizing company-approved Artificial Intelligence (AI) tools to aid in daily job functions.
LANGUAGE SKILLS
Must demonstrate mastery of the English language and the ability to articulate and communicate over the phone, via web meeting, and in person, to write reports and business correspondence promptly. Ability to effectively present information and respond to questions from clients, individually as well as in teams.
TRAVEL
Travel is not expected of this role other than occasional domestic travel for company meetings or events.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk, hear, and read. The employee is frequently required to sit. The employee is occasionally required to stand, walk, use hands to finger, handle, or feel, reach with hands and arms, and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Requirement to spend a considerable portion of each day on the keyboard conducting work, including data input.
WORK ENVIRONMENT
The work environment characteristics described are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working from a home office, whether full-time or occasionally, may be considered part of the work environment.