Description

POSITION SUMMARY

The Coordinator, Office and Administration keeps IDA’s office running and supports the organization’s administrative, governance, and financial operations. The role is the on-site point of contact for staff, guests, and visitors, and manages the building relationships, vendors, equipment, and supplies that the office depends on. The Coordinator supports finance with payment processing, record-keeping, and filing; coordinates meetings and their logistics; and provides scheduling and administrative support to IDA’s executive leadership and to its Board of Directors and committees. The role also supports new staff onboarding and occasional events.

RESPONSIBILITIES

Serve as the on-site point of contact for the office, maintaining reception, greeting visitors, directing calls, and answering questions from members and the public about IDA’s work.

Manage the office's facilities and building relationships, including access credentials, parking, equipment, telecommunications, mail and deliveries, and the general upkeep of shared spaces.

Coordinate with building management, vendors, and external service providers on facilities and technical services, including repairs and maintenance, contract relationships, and supply and equipment inventories.

Support IDA’s finance operations, including logging accounts payable and receivable, processing incoming payments and deposits, completing revenue allocation, and filing financial and administrative records.

Maintain IDA’s office and governance records and systems, including the staff directory, internal calendar, letterhead, office forms, and the records and systems of the Board of Directors.

Coordinate meetings and their logistics, including scheduling, space reservations, and the preparation of rooms, technology, and materials.

Provide scheduling, correspondence, and administrative support for IDA’s Board of Directors and various IDA committees, including meeting arrangements, preparation and circulation of materials, and maintaining records.

Provide scheduling, correspondence, and related administrative support for the Executive Director and Deputy Executive Director, including travel and meeting arrangements.

Support the onboarding of new staff, working with colleagues to provide equipment, building credentials, parking, and orientation to office systems.

Provide occasional support for events and programs at the IDA office and other spaces.

Requirements

PREFERRED QUALIFICATIONS & COMPETENCIES

Bachelor’s degree in Business Administration, Office Management, or a related field, or equivalent work experience

2–3 years of experience in office administration, facilities coordination, or administrative support roles

Basic understanding of finance processes, including check processing, QuickBooks data entry, and document filing

Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities effectively

Familiarity with scheduling tools, calendar management, and coordinating meetings and events

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfort with technology platforms such as Zoom, Google Workspace, and project management tools

Ability to troubleshoot office equipment and coordinate vendor services for maintenance and repairs

Professional communication skills, both written and verbal, with a helpful and approachable attitude

Dependable and proactive, with a problem-solving mindset and a strong sense of responsibility

Ability to work both independently and collaboratively

Commitment to IDA’s mission and values, with sensitivity to diversity, equity, and inclusion