Administrative Coordinator

The Role

Responsibilities

As the Administrative Coordinator, you will be responsible for providing exceptional, friendly, energetic, and professional customer service at all times in supporting ICAN’s day-to-day operations and ensuring a high-quality experience for staff, families, and partners. Reporting to the Finance and Admin Manager, you will do this by:

• Purchasing & Systems (60%)Coordinate and execute organizational purchasing, including placing orders, tracking requests, and facilitating timely procurement and pick-up of goods. Manage the full accounts payable (AP) intake process by receiving, reviewing, submitting, and accurately logging requests to ensure completeness and alignment with internal processes. Serve as the organization’s primary point of contact for the organization’s purchasing systems, including supporting and coordinating Microix usage. Maintain effective purchasing workflows, provide guidance to staff as needed, and ensure consistent, accurate use of systems across the organization.
• Facilities & Fleet Coordination (25%) Coordinate all facility and fleet repairs, inspections, and maintenance, including scheduling vendors and meeting with them on-site. Serve as the primary point of contact for facility and fleet-related requests, ensuring timely follow-up and resolution. Conduct routine facility inspections and promptly respond to maintenance and repair needs. Maintain organized records and filing systems for organizational vendors, contracts, warranties, and service agreements. Support safe, clean, organized, and functional environments for staff, youth, and visitors.
• Administrative Support (15%) Greet and assist incoming guests, answer incoming calls, and direct inquiries to the appropriate team members. Coordinate office, and breakroom supply inventory, ordering, and tracking processes. Maintain organized systems for inventory management, request tracking, and supply approvals. Manage incoming and outgoing physical and electronic mail and distribute materials appropriately. Post timely and accurate notifications related to office closures or operational updates. Provide proactive administrative support to the Finance and Admin team, including meeting support, note-taking, and day-to-day coordination needs.

Hourly Wage: $20/hr. - $26/hr. Starting pay is based on experience, skills, operational knowledge, and alignment with ICAN’s nonprofit compensation scale.

Can you help us make a difference in the community? If so, we hope to hear from you.

Requirements

Experience/Skills

About

We care more about who you are than what you’ve done. That said, here are some highlights of the type of person and background we believe would thrive:

• 1–2 years of experience supporting accounts payable/accounts receivable processes
• 1–2 years of experience coordinating vendors, purchasing, or operational logistics
• 1–2 years of experience managing inventory, supplies, or organizational systems
• Experience supporting nonprofit finance or operations is a plus
• Strong organizational skills and attention to detail
• Excellent time management skills with the ability to multi-task and prioritize effectively
• Ability to in a fast-paced environment while handling a variety of responsibilities and confidential matters with professionalism and discretion
• Clear, professional, and concise communication skills
• Comfort learning new systems and technology
• Strong customer service skills and a people-first mindset
• Ability to maintain a high level of professionalism and represent the organization positively
• Strong desire to learn, grow, and contribute to a collaborative team environment
• Dependable transportation
• Ability to act with integrity, professionalism, and confidentiality
• Passion for cultivating the full potential of others
• Demonstrates humility, positivity, respect, and accountability
• Consistently says what they mean and does what they say
• Committed to continuous improvement and inspiring others to raise the bar every day