Office Operations Coordinator

The Office Operations Coordinator at Forever Kings Inc. plays an integral role in supporting administrative excellence and organizational efficiency. This role combines key aspects of office management, administrative support, and database oversight. You will help support the day-to-day administrative operations, manage databases and office systems, and assist in ensuring compliance with local, state, and federal regulations. You will work closely with the President/CEO, the Board of Directors, and the administrative team to optimize processes that will enable the organization to thrive.

Job Title: Office Operations Coordinator
Employment Status: Regular, Full-Time
Reports To: Operations and Member Success Manager
Direct Reports: N/A

POSITION SUMMARY:
The Office Operations Coordinator at Forever Kings Inc. plays an integral role in supporting administrative excellence and organizational efficiency. This role combines key aspects of office management, administrative support, and database oversight. You will help support the day-to-day administrative operations, manage databases and office systems, and assist in ensuring compliance with local, state, and federal regulations. You will work closely with the President/CEO, the Board of Directors, and the administrative team to optimize processes that will enable the organization to thrive.

This position will also assist in providing oversight of the interns and office volunteers, strengthening our operational capacity. Your contributions will be essential to advancing the mission of empowering Boys and Young Men Of Color.

KEY RESPONSIBILITIES:

1. Office Management

• Support daily office operations, ensuring the space is organized, efficient, and stocked with necessary supplies and equipment
• Manage organizational calendars, including scheduling for the President/CEO, team meetings, and Board of Directors meetings
• Ensure compliance with local, state, and federal regulations, including IRS 501(c)(3) requirements and nonprofit operational laws
• Assist in preparing agendas, minutes, and documents for Board of Directors meetings and other organizational events
• Assist in maintaining organizational licenses, certifications, and mandatory enrollments
• Assist in office budgeting, purchases, and equipment maintenance
• Assist in approving and coordinating field trip requests for program participants

2. Database and System Management

• Manage and maintain all organizational databases (e.g., Bloomerang, Salesforce), ensuring data is up-to-date and accurate for reporting and tracking
• Oversee data integrity processes, ensuring information accuracy for reporting and compliance
• Generate regular reports from databases to support grant applications, donor reporting, and program evaluation
• Maintain and troubleshoot office systems (computers, phones, printers), coordinating with IT support as needed

3. Administrative Support

• Provide general administrative support to the executive team, including drafting correspondence, scheduling meetings, and preparing reports
• Assist in performing basic accounting tasks in partnership with the CPA, such as processing payments, invoicing, and assisting with annual audits
• Assist with project management for key initiatives and events, using CRMs to track progress
• Support donor communications, including writing appeal and thank you letters, and managing donor databases
• Manage the organizational email inbox, responding to general inquiries and routing messages appropriately

4. Vendor Relations

• Assist in working with vendors to create contracts for services, ensuring they adhere to terms and complete work satisfactorily
• Manage vendor relationships, ensuring timely submission of invoices and payments
• Oversee office supplies and vendor contracts, ensuring cost-effective operations

5. Compliance and Risk Management

• Ensure compliance with federal and local laws, including employee law, IRS regulations for 501(c)(3) organizations, and charity laws
• Assist in maintaining personnel files for staff and board members, ensuring documentation is complete and accurate
• Work with the CEO/Board to develop policies and procedures that protect the organization’s integrity and mission
• Report potential risks to the CEO or Board of Directors as necessary

6. Employee and Volunteer Engagement

• Assist in the hiring process for new staff members, ensuring that new hires complete proper paperwork
• Plan and organize employee engagement events and recognize milestones such as birthdays and anniversaries
• Provide staff members with W-2s or 1099s by January 31st annually

QUALIFICATIONS/EXPERIENCE:

• Associate degree in a related field (business, nonprofit management, administration) required; Bachelor’s degree preferred
• Minimum of 3 years of experience in office management or administrative roles, preferably in a nonprofit setting
• High level of organizational skills with the ability to multitask and manage multiple projects simultaneously
• Proficiency with GSuite, Bloomerang, Salesforce, Asana, and Active Campaign, and ability to train others on these systems
• Excellent interpersonal, written, and verbal communication skills
• Ability to develop effective work plans, prioritize tasks, and meet deadlines
• Ability to navigate challenging conversations among diverse groups and build consensus
• Demonstrated integrity, dependability, and passion for empowering Boys and Young Men Of Color
• Willingness to embrace Forever Kings Inc.’s core values: Authenticity, Joy, Unity, Belonging, Integrity, Love, Excellence, Equity
• Willingness to work as part of a collaborative team and adapt to the organization’s culture

SALARY/BENEFITS:

• Salary Range: $32,000 – $40,000 annually
• 20 Paid Holidays
• Flexible Work Schedule

This job description is not intended to include all responsibilities. As a team-based organization, all staff are expected to contribute to the mission and vision of Forever Kings Inc.