Office Coordinator

Job Description

Job Description

Office Coordinator Location:

404 Washington Street, Brighton, MA 02135 Position Type:

Full Time, 40 hours/week This position includes both onsite and administrative work.

Regular onsite workdays are Tuesdays, Wednesdays, Fridays, and the second and fourth Saturdays of each month. Attendance onsite during all scheduled Food Pantry distributions is mandatory.

Additional onsite hours may occasionally be required for meetings, special events, or program needs. About the Organization The Allston Brighton Food Pantry (ABFP), housed by the Brighton Allston Congregational Church (BACC), believes that food access is a basic human right. Our vision is a community that is safe, just, and welcoming—where people’s needs are met and no one is left to face hardship alone. We take a

human-first

approach to food access, inviting everyone to participate in the mission of neighbors feeding neighbors in body, heart, and soul. ABFP provides food relief to more than 2,000 households each year in the Allston-Brighton neighborhood. We proudly celebrate queer and trans members and guests, promote racial and environmental justice, and serve as a hub for compassion, dignity, and mutual support. Our core programs include Community Suppers, Rescue Grocery Distributions, and Food Basket Distributions, all grounded in respect, hospitality, and community care. Compensation In sum, this position is offered to you as a full-time position (40 hours a week) for

$64,480 per year ($31/hour)

. In addition, we are offering you a

health subsidy in the amount of $4,400 per year

. This health subsidy may be used at your own discretion—to defray the cost of purchased insurance, to add to a health savings account, or to roll into your compensation if you have secured other health coverage. Role Summary The Office Coordinator supports the day-to-day administrative and business operations of Brighton Allston Congregational Church and the Allston Brighton Food Pantry. This position helps keep the organization running smoothly by maintaining business accounts and records, processing bills and donations, coordinating vendors and purchasing, maintaining donor information, and managing general office administration. The Administrator works closely with the Chef, Operations Coordinator, Pastor, Treasurer, and third-party bookkeeping service to support the financial administration and practical needs of the organization. The Administrator serves as an important liaison with the bookkeeping service, ensuring that bills, deposits, donations, invoices, receipts, and other necessary documentation are accurately organized and communicated. The bookkeeping and accounting functions themselves are maintained by the third-party service. During pantry distributions and other program operations, the Administrator is an active and flexible member of the staff team, assisting where needed to ensure that programs run smoothly and guests are welcomed with dignity and care. This position reports to the Pastor of Brighton Allston Congregational Church. Key Responsibilities Office & Business Administration Manage general office administration, including phone, email, receiving mail, records, correspondence, and routine organizational communications. Maintain organizational business accounts, online accounts, subscriptions, and related administrative records. Receive, review, and process bills and invoices for payment in coordination with the Pastor, Treasurer, and third-party bookkeeping service. Maintaining official communications including updating website, answering machine, and creating signage for closures and change of services Serve as a primary administrative liaison with the third-party bookkeeping service, providing invoices, receipts, deposit records, donation information, and other documentation necessary to maintain accurate financial records. Respond to routine questions from the bookkeeping service and work with the Pastor and Treasurer to resolve discrepancies or obtain missing information. Maintain organized financial documentation and records to support the work of the bookkeeper, Treasurer, Pastor, and other authorized leadership. Coordinate routine deposits and maintain appropriate documentation of incoming funds. Maintain vendor records and relationships and serve as an administrative point of contact for vendors and service providers. Assist with insurance, licenses, contracts, safety documentation, and other organizational records. Develop and maintain effective administrative systems that support staff and organizational operations. Donations & Donor Administration Receive and process monetary donations and maintain accurate gift records. Enter and maintain donor and contribution information in Breeze, the organization’s constituent relationship management (CRM) system. Prepare gift acknowledgments and other routine donor correspondence. Coordinate donation records and documentation with the third-party bookkeeping service, Treasurer, and Pastor. Maintain accurate donor records and assist with reports, mailing lists, annual giving statements, and fundraising administration. Provide administrative support for fundraising initiatives and grant-related recordkeeping. Purchasing & Vendor Coordination Coordinate ordering and purchasing for pantry and meal programs in collaboration with the Chef and Operations Coordinator. Process purchase orders, invoices, payments, and related documentation. Maintain relationships with food suppliers, vendors, and organizational partners. Monitor routine purchasing needs and help staff anticipate upcoming orders and supplies. Maintain purchasing records and monitor expenditures against established budgets, alerting appropriate staff or leadership when questions or concerns arise. Food Pantry & Program Support Be onsite for all scheduled Food Pantry distributions; attendance during distributions is a required responsibility of this position. Provide administrative and hands-on support for Community Suppers, Rescue Grocery Distributions, Food Basket Distributions, and other food-access programs. Work collaboratively with the Operations Coordinator and Chef to ensure that needed food, supplies, records, and administrative resources are available for program operations. Assist with Greater Boston Food Bank and food-rescue partner accounts, ordering, records, and required administrative reporting. Assist with program data entry, recordkeeping, and preparation of required reports. Support food safety, inspection, and compliance recordkeeping as assigned. Assist with practical program needs during distributions and other program operations as part of the staff team. Communicate with guests about services offered and maintaining a welcoming environment. Help ensure a welcoming, organized, and dignified experience for guests, volunteers, donors, and community partners. Staff & Organizational Support Participate in staff meetings and coordinate closely with the Pastor, Operations Coordinator, Chef, Treasurer, third-party bookkeeping service, and other staff and volunteers. Assist with administrative aspects of employee and contractor records, payroll documentation, onboarding, and other personnel processes as assigned. Attend Food Board meetings as requested and prepare administrative information or reports needed for those meetings. Take on other reasonable administrative and program-support responsibilities as needed in a small, collaborative nonprofit environment. Qualifications Required Strong administrative and organizational skills, with careful attention to detail and follow-through. Skilled in maintaining a welcoming environment. Commitment to hospitality, dignity, equity, and ABFP’s human-first approach to food access. Experience with office administration, accounts payable, purchasing, recordkeeping, or similar business functions. Comfort working with online business accounts, databases, spreadsheets, and office technology. Ability to maintain accurate records and handle financial and donor information with discretion. Ability to communicate effectively and consistently with an outside bookkeeping or accounting service and provide complete, organized financial documentation. Strong written and verbal communication skills. Ability to coordinate multiple priorities in a busy, community-based environment. Ability to work collaboratively with staff, volunteers, vendors, community partners, and guests. Ability and willingness to work onsite on Tuesdays, Wednesdays, Fridays, and the second and fourth Saturdays and to be present for all scheduled Food Pantry distributions. Willingness to assist with hands-on pantry and program needs when necessary. Preferred Administrative experience in a nonprofit, food-access, church, community-service, or similar organization. Experience with donor databases or CRM systems; experience with Breeze is especially helpful. Experience with accounts payable, purchasing, vendor management, or donation processing. Experience coordinating with an outside bookkeeping or accounting service. Familiarity with Greater Boston Food Bank or other food-access programs. Familiarity with Massachusetts nonprofit administrative requirements. ServSafe certification or willingness to obtain certification if required for the position.