Administrative Coordinator

Administrative Coordinator 1553 Commerce Drive, Elgin, IL 60120 $55,000

• $60,000 a year
• Full-time $55,000
• $60,000 a year
• Full-time Position Summary The Administrative Coordinator role ensures a productive and efficient work environment by overseeing administrative systems, managing the facility, and coordinating internal and external activities for our nonprofit food pantry.

This role serves as a central point of contact for staff, volunteers, and vendors while managing critical logistical and financial tasks in a fast-paced setting. We are a small team, so being a collaborative, adaptable team player is essential. The position reports to the Executive Director. Key Responsibilities Office Operations & Administration Oversee daily office functions, including correspondence, record-keeping, and general administrative support Manage inventory for office supplies and equipment, identifying needs, and placing orders as required Liaise with facility vendors (cleaning, security, maintenance) and organize office layouts to ensure efficiency and safety Work with staff for training (e.g. first aid, training for warehouse employees for equipment, etc.) Assist in onboarding new employees and ensuring everyone has necessary resources Liaise with our external IT team on new equipment, resolve tech issues Support projects as needed Event Support & Assistance Coordinate our involvement in community events (e.g. table at an Elgin event), sometimes attending these events as a representative for Food for Greater Elgin Support staff with events, such as team-building activities, annual open house, holiday parties, conferences, external client meetings, etc. Assist the Development team with two key fundraising events Volunteers and Guests We have over 200 volunteers, and they make what we do possible Partner with Volunteer Coordinator on volunteer appreciation events Partner with Volunteer Coordinator on implementing and posting results from guest and volunteer surveys Maintain information on TV monitors for guests and volunteers (e.g. food pantry updates, upcoming events, etc.) Basic Finance & Budgeting Manage accounts payable and receivable by processing checks, invoices, purchase orders, and daily bank deposits Create and monitor office and event budgets to ensure expenditures remain within approved limits Prepare regular financial and expense reports for management review Keep accurate and updated records of office expenses, vendor contracts, etc. Work closely with accountant to assure proper CRM recording Analysis and Reporting Grant application reporting Guest analytics using guest registration software Partnering with Director of Operations on operational reports and metrics Partner with Development team on CRM analytics Survey food insecurity landscape for best practices Qualifications

Education:

Associate's degree (community college) or higher in business, administration, or a related field

Experience:

Minimum of 2 years' office experience

Technical Skills:

o Proficiency in Microsoft Office Suite (Excel, Outlook), Canva, Bloomerang (CRM) o Preferably basic functional knowledge of accounting software like

QuickBooks Soft Skills:

o Excellent organizational and time-management abilities o Strong written and verbal communication o Proactive problem-solving o Sense of urgency o Attention to detail Team player who can interact and communicate clearly Passion for the mission of Food for Greater Elgin Bilingual (Spanish) preferred Work Environment Small, collaborative team environment Occasional evening or weekend work required for events

Job Type:

Full-time Benefits:

Employer retirement contribution Dental insurance Health insurance Paid time off

Work Location:

In person

Pay:

$55,000.00

• $60,000.

00 per year

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Professional development assistance

Work Location:

In person