Administrative Coordinator

The Administrative Coordinator plays a central role in keeping PPMNY’s team and programs organized, responsive, and running smoothly. The Coordinator is responsible for day-to-day back-office needs including printing, ordering, filing, reception, equipment and inventory management, and other administrative functions. PPMNY seeks a highly organized, resourceful, and service-oriented professional who enjoys creating order, following through on details, and helping others work effectively. The ideal candidate can manage multiple recurring responsibilities independently, takes initiative when something needs attention, and brings warmth and professionalism to interactions with staff, volunteers, partners, donors, and the public. The Administrative Coordinator should be comfortable learning and working across a variety of digital platforms.

A note about location :While this is a remote/work-from-home position, candidates must be based in New York City, or with easy access to the city , in order to support physical supply management from a TBD central location. In addition, the Administrative Coordinator is expected to occasionally travel to meetings and events in the metro area. Candidates who apply outside of our region will not be considered.

The Administrative Coordinator reports to the Director of Administrative Operations and works closely with staff and core volunteers. This is a 15-20 hour/week position at $30/hour, with the potential to increase hours in the future as organizational needs and resources allow. Hours will generally be spread across at least four weekdays.

Position Responsibilities

Remote Office & Administrative Operations

• Manage office supplies, printing, mail and shipping, equipment, inventory, and other routine office needs.
• Manage staff requests for all outgoing and incoming supplies (typically via courier service) for programs and events, such as literature, culinary kits, and vendor booth equipment.
• Maintain orderly electronic and, where needed, physical filing systems in accordance with organizational procedures.
• Maintain organizational forms, templates, directories, administrative calendars, and other shared resources in the cloud.
• Assist with scheduling, meeting preparation, document preparation, and other routine administrative needs.
• Support staff with purchasing and expense documentation, and help ensure that receipts, invoices, W-9s, and other required records are collected and routed appropriately.
• Serve as a capable day-to-day user and administrator of PPMNY’s core workplace technology and administrative platforms.
• Assist with administrative aspects of contracts and agreements, including routing documents for signature, maintaining executed copies, tracking required documentation, and supporting established follow-up procedures.
• Help maintain records and documentation needed for grant applications, funder requests, insurance, compliance, and other organizational purposes.

Staff & Organizational Support

• Support established employee and contractor on-boarding and off-boarding processes, including preparing materials, coordinating paperwork, arranging equipment, and establishing or closing appropriate organizational accounts and access.
• Maintain accurate staff, contractor, vendor, and organizational contact information and related administrative records.
• Provide administrative support to the Director of Administrative Operations and, as capacity allows, other organization leaders.
• Professionally and warmly represent PPMNY in interactions with staff, volunteers, donors, partners, vendors, visitors, and members of the public.
• Develop sufficient familiarity with PPMNY’s programs and activities to anticipate recurring administrative needs and provide effective support across the organization.
• Identify recurring administrative or technology-related inefficiencies and bring them to the attention of organizational leaders.
• Assist with logistics for staff meetings, board meetings, trainings, volunteer gatherings, and other organizational activities as needed, including room set–up, printing, catering, and similar tasks.
• Attend designated virtual meetings in the evening (monthly) and periodic in-person gatherings with PPMNY’s staff (monthly) and volunteer network (semi-annually).

Required Qualifications

• At least two years of relevant professional experience in administration, office management, operations, nonprofit administration, or a comparable role.
• Excellent organizational skills and demonstrated ability to manage multiple responsibilities, recurring tasks, records, and deadlines with accuracy and consistent follow-through.
• Strong attention to detail and a commitment to maintaining accurate, orderly, and accessible records and systems.
• Demonstrated comfort with workplace technology and ability to learn new digital platforms quickly; able to perform basic system administration and troubleshoot routine technology issues without requiring extensive assistance.
• Strong proficiency with common workplace productivity tools, including email, calendars, shared documents and spreadsheets, cloud-based file management, and virtual meeting platforms. (PPMNY uses Google Workspace, NeonCRM, Airtable, and Asana, among others.)
• Ability to follow established processes while exercising good judgment about when to solve a problem independently and when to seek guidance.
• A proactive work style, including the ability to notice what needs attention, follow up on outstanding items, and bring potential problems forward before they become urgent.
• Strong written and verbal communication skills and a professional, courteous, and service-oriented approach to working with others.
• Ability to work effectively with people in a dynamic, collaborative organization and shift comfortably among different kinds of administrative responsibilities.
• Availability to work at least 20 hours per week, generally spread across four weekdays, with the majority of hours worked during regular business hours.

Preferred Qualifications

• Experience working in a nonprofit, small business, or other mission-driven organization.
• Experience supporting multiple staff members or departments in a shared administrative role.
• Experience assisting with HR and vendor administration, contracts, purchasing, or financial documentation.
• Experience documenting procedures, maintaining checklists, or helping implement new administrative systems.
• Experience working in an organization that relies on a combination of staff, contractors, volunteers, and outside professional advisors.

Disclosures

• The Administrative Coordinator may occasionally be required to lift or move boxes of supplies or equipment weighing up to 15 pounds, with or without reasonable accommodation.
• The Administrative Coordinator is responsible for arranging transportation of supplies and materials to PPMNY events. Access to a personal vehicle may be helpful but is not required for this position.