Finance & Administrative Coordinator

Job Description

Job Description

Description:

THIS JOB POSTING WILL CLOSE ON AUGUST 14, 2026, AT 11:00 PM EST.

POSITION SUMMARY:

The Finance & Administrative Coordinator is a key office and financial support position that helps ensure the efficient day-to-day administrative operations of Fair Lane Estate. The role provides executive support to the President & CEO, performs essential bookkeeping functions, and serves as a primary contact for inbound phone, text, email, and web inquiries. Reporting to the Senior Director of Finance & Administration, this position maintains and enhances administrative, financial, and operational systems through cross-departmental collaboration.

This newly created position expands the Administration department’s capacity to provide high-quality support to the organization’s team and partners. The Coordinator also supports special projects, including the implementation of new systems and processes that advance Fair Lane Estate’s continued growth and transition to a fully operational house museum in 2027.

DUTIES & RESPONSIBILITIES:

Percentages related to duties & responsibilities are estimates and will fluctuate based on the needs of the Estate.

Office Support Responsibilities (50%)

• Serve as administrative support to the President & CEO by managing communications, coordinating board and external meetings, preparing materials, and supporting confidential correspondence and follow up.
• Prepare accurate and timely minutes for board meetings, including board-led committee meetings.
• Serve as the primary point of contact for incoming general phone, email, web, and text inquiries, responding to routine questions and routing requests appropriately.
• Research, order, and track general office supplies while being considerate of team needs.
• Maintain an orderly, functional space through having daily oversight of the office environment, identifying facility needs and reporting them to the appropriate department.
• Serve as liaison for administrative contractors visiting Fair Lane for service-related issues.
• Support internal communication efforts and cross-departmental collaboration.
• Open mail and deliver directed pieces to the appropriate parties.
• Support the preparation of donor and stakeholder materials via organizing, collating, and mailing.
• Assist the Senior Director of Finance & Administration and the outsourced IT Managed Services Provider with occasional technology troubleshooting.

Bookkeeping Responsibilities (40%)

• Process invoices via third-party accounts payables services, such as Bill.com, ensuring vendor authorization, purchasing policy compliance, and invoice coding accuracy.
• Post receivables transactions in QuickBooks Online, collaborating with the Advancement team to determine donor-intent, campaign (revenue) assignment, and deposit authorization.
• Support monthly close duties, including the reconciliation of multiple bank, credit, investment, and payment processing accounts via QuickBooks Online.
• Work closely with the Advancement department to communicate outstanding pledge balances, support collection efforts, and to resolve revenue reporting discrepancies.
• Maintain purchasing system through the facilitation of new vendor, purchase order, and change order processing.
• Assist the Senior Director of Finance & Administration with compliance functions, including annual financial audit, 990 tax preparation, and grant reporting, to include the collaborative maintenance of restricted net asset activity, depreciation and PP&E, investment activity, and other key financial schedules.
• Support the development, review, and preparation of additional financial reporting, analytics, and procedures to safeguard assets and improve efficiency.
• Serve as an additional reviewer for financial processes and reports to maintain strict controls in alignment with GAAP accounting standards.

Human Resources Responsibilities (10%)

• Lead the successful orientation of new hires, including preparing desk spaces, hosting workspace tours, and providing training for standardized administrative systems.
• Support the reconciliation of payroll, compensation, and benefit activities.
• Assist in the review and preparation of HR documents, including employee handbook, benefit summaries, job descriptions, job postings, and additional training resources.

Additional applicable responsibilities as assigned by the department director or the President & CEO to support the work of the organization.

COMPENSATION:

This is a full-time (40 hours per week), non-exempt (eligible for limited overtime), year-round, hourly permanent position with benefits. The hourly rate is $25.00 per hour, which equates to approximately $52,000 per year, and is non-negotiable.

• 100% employer-paid BCBSM medical (Simply Blue PPO Gold $2,000 deductible) and vision insurance, and Delta dental insurance, for the employee, with 50% employer-paid insurance for dependents and employee-paid plan buy-up opportunities.
• 100% employer-paid life, short-term disability, long-term disability, accident, and critical illness insurance, including an Employee Assistance Program (EAP) that provides numerous mental health, finance, and legal benefits.
• 21 days (168 hours) of Paid Time Off (PTO) earned annually; PTO is accrued biweekly at a rate of 6.46 hours.
• 14 paid holidays, which includes a year-end holiday break between Christmas Eve and New Year's Day.
• 1 day (8 hours) of paid Volunteer Time Off (VTO).
• Paid parental leave with no minimum service requirement.
• Paid bereavement leave.
• Paid meal (30-minute) and rest (2 x 15-minute) breaks.
• 403(b) plan with a 3% employer contribution and 3% employer match.
• Ford x-plan discount.
• Professional development budget and opportunities.
• On-site and free bean-to-cup coffee machine.
• Donuts, bagels, and other snacks during weekly All-Staff Meetings.
• In-House Perks including a free photo permit (up to $400 savings), Tribute Garden discounts ($75 savings), and Patron-Level membership without Patron gifts ($300 savings).

WORKING LOCATION & SCHEDULE:

• This role will primarily be in-person, but is eligible for limited remote work, which may include remote flexibility of up to 8 hours per week.
• Expected schedule M-F with mutually agreeable start times.

KNOWLEDGE, SKILLS & ABILITIES:

• At least 2 years of office support experience.
• At least 1 year of professional bookkeeping or accounting experience.
• A demonstrated ability to successfully manage multiple tasks from a variety of traditional fields (office support, finance, HR, IT, etc.).
• Excellent computer skills with proficiency in QuickBooks and the Microsoft Office Suite (Excel, Word, Outlook) are preferred.
• Awareness of GAAP and nonprofit accounting principles.
• Outstanding interpersonal and communication skills with the ability to ensure professional and creative verbal and written communication with staff, guests, donors, and other stakeholders.
• Demonstrated ability to exercise good judgement with confidentiality and integrity.
• Confident and professional demeanor including being comfortable interacting with senior business officials, community leaders, and high net worth individuals.
• Ability to effectively set and evaluate goals, resolve problems, and make decisions.
• Ability to work well under pressure, meet objectives, and be flexible in a changing and growing organization.
• Collaborative and inclusive “team player” nature. The desire to be part of and contribute to Fair Lane’s collaborative culture is a must.

PHYSICAL REQUIREMENTS:

• N/A

BACKGROUND & REFERENCE CHECKS:

• All offers of employment at Henry Ford Estate are contingent upon clear results of a thorough background check. Background checks will be conducted on all final candidates. Background checks include Prior Employment Verification, Personal and Professional Reference Checks, Educational Verifications, and Criminal Conviction Reviews.
• A criminal conviction will not result in an instant withdrawal of an employment offer. Henry Ford Estate considers the nature of crimes and their relationship to positions, the time since conviction, and the number of convictions when deciding if a candidate has clear results.

EQUAL EMPLOYMENT OPPORTUNITY:

Henry Ford Estate is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.