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Administrative Coordinator

Location: Seattle, Washington 

POSITION SUMMARY 

Toxic-Free Future (TFF) is looking for an Administrative Coordinator to join our team! As part of Toxic-Free Future’s administration team, the Administrative Coordinator plays a critical role in the success of the organization by supporting the daily activities relating to operations, coordination, light bookkeeping, and systems implementation.

This position involves working diligently, independently, and enthusiastically as part of a team, and meeting deadlines on multiple projects. We seek a candidate with solid organizational skills who can bring self-discipline, attention to detail, and resourcefulness to their work. The Administrative Coordinator reports to the Administrative Director, and may work closely with other staff members, or independently. The position is currently approximately 25 hours per week, with the potential to increase in hours, responsibilities, and scope over time.

ABOUT TOXIC-FREE FUTURE

Toxic-Free Future (TFF) is a national advocacy organization working to prevent toxic chemical use and pollution that harms human health and the environment. TFF believes everyone has a right to be healthy and live and work in toxic-free environments, especially disproportionately impacted Black, Indigenous, and people of color (BIPOC) communities, low-income communities, and workers most impacted by the production, use, and disposal of toxic chemicals. TFF takes on reforming flawed regulatory systems, winning policy and market changes that protect the most vulnerable. We are a growing organization with a passionate, collaborative, and dedicated staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administrative Coordination (20%)

  • Provide administrative support to the Administrative Director, Executive Director, and other staff. TFF has employees in six states, so the majority of this work will take place remotely.
  • Coordinate organizational calendar and schedule meetings, including external meetings, staff meetings, board meetings, birthdays, and other significant meetings.
  • Assist in preparation of board and staff meeting materials, agendas, and scheduling.
  • Coordinate and assist with procedure changes, staff communications, and announcements.
  • Collaborate with IT staff, fundraising staff, and others on special projects as needed.

Bookkeeping and Administration (70%)

  • Maintain master vendor list, collect and process vendor invoices for payment.
  • Collect staff expense reimbursements and wellness reimbursements.
  • Collect staff time sheets and prepare time reports for semi-monthly payroll and project/lobbying hours tracking.
  • Download and prepare monthly online donation reports.
  • Download and prepare monthly FSA benefit activity.
  • Download and prepare monthly credit card activity report.
  • Monitor due dates for state, local, and federal tax filings and assist with filings.
  • Support Administrative Director in all aspects of payroll and benefits administration.
  • File monthly PDC reports on lobbying activity.

Office Management (10%)

  • Manage the Seattle office by maintaining a clean and well-equipped office environment.
  • Manage internet and phone systems, inventory, equipment, and supplies for Seattle office as well as the shared kitchen and common areas.
  • Manage janitorial contract.
  • Liaison with building manager and neighboring tenant as necessary.
  • Manage mail and deliveries; retrieve, sort, and deliver as appropriate.
  • Support the team for events, prepare office for meetings and conference calls.
  • Monitor and manage general voicemail box and general email account.

DESIRED QUALIFICATIONS

  • Three years of experience in a bookkeeping, administrative, or executive support role. Knowledge of Quickbooks is a plus.
  • Experience working with/for a nonprofit organization.
  • Ability to troubleshoot, problem-solve, and identify opportunities for improvements.
  • A working knowledge of basic bookkeeping or data management methods and principles.
  • Results-oriented, flexible, creative thinker able to work in a multi-faceted environment.
  • Demonstrated comfort with technology, and proficiency with MS Office products, Google Suite, Dropbox, Zoom, Adobe Acrobat, or similar systems.

EQUAL OPPORTUNITY EMPLOYMENT, EQUITY AND INCLUSION

TFF is committed to providing an inclusive environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, political affiliation, amnesty, or status as a covered veteran, in accordance with all applicable federal, state and local laws. TFF believes that diversity and inclusion are critical to our success as an advocacy organization working to protect the health of all citizens from harmful chemicals. TFF seeks to recruit, develop and retain the most talented people from a diverse candidate pool, and foster an inclusive environment. This policy applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, leaves of absence, compensation and training.

COMPENSATION

This is a part-time, nonexempt position. Starting pay is $25 – $29 hourly, dependent upon skills and experience. We also offer a generous benefits package including employer-paid medical, dental and vision insurance, monthly wellness benefit, flexible spending account, paid vacation, 10 paid holidays per year, and a SIMPLE IRA retirement plan with an annual employer contribution.

TO APPLY

  • Please email a resume and cover letter in PDF format to [email protected].
  • Please put Administrative Coordinator in the subject line of the email and address the cover letter to Marlyn Twitchell, Deputy Director.
  • Interviews will be conducted on a rolling basis and the position is open until filled.