Finance Operations Coordinator

Overview:

Launched in 1983 as Public Interest Projects, a 501(c)(3) public charity, NEO Philanthropy (“NEO”) is a New York based national leader in innovative philanthropic solutions. We lead large-scale collaborative grant-making funds on a range of social justice issues, provide fiscal sponsorship and management to projects and campaigns, manage donor-advised funds and develop organization and field-focused capacity-building initiatives.

Position:

Reporting to the Assistant Director of Finance Operations, the Finance Operations Coordinator plays a vital role in supporting the Finance Operations team’s various projects by handling tax reporting/filing requirements and financial compliance efforts to maintain the organization’s tax status. Key responsibilities include managing the Form 1099 filing process, overseeing corporate credit card administration, maintaining state charity and business registrations, supporting Form 990 filings, and ensuring compliance with state and federal reporting requirements. This role provides an excellent opportunity for a junior non-profit finance professional to develop expertise in complex financial management areas, serving as a steppingstone to leadership roles in public administration or non-profit organization management.

Location:

NEO Philanthropy has its headquarters in NYC, and the finance department is based in that office. NEO HQ has a hybrid work remote structure based on job function. It is our expectation that this role will be able to come into the NY office at least twice a week, remaining remote for other days of the week. This role will be expected to be available during the working hours 10a-4p EST.

Vaccine Requirement:

All NEO staff are required to be vaccinated against COVID-19. Requests for medical and/or religious exemptions from the vaccination requirement will be considered on an individual basis, to the extent required by law.

Responsibilities:

Credit Card Management Responsibilities

• Serve as the primary point of contact for corporate credit card management, supporting over 200 cardholders.
• Review and approve credit limit changes, new card requests, and address issues related to suspicious activity.
• Configure and optimize systems for improved credit card management and reconciliation processes.

Financial Policy Responsibilities

• Partner with the Finance Operations team in the annual review, development, and updating of financial policies to align with organizational goals and regulatory requirements.
• Facilitate collaboration with internal stakeholders to ensure policies support all areas of NEO’s work.
• Oversee the documentation and management of financial policies in the Resource Hub, ensuring accessible records to preserve institutional knowledge.

Tax and Compliance Responsibilities

• Manage state sales tax exemption and charity solicitation registration processes.
• Monitor independent contractors to ensure compliance with reporting requirements.
• Support the preparation and filing of mandatory tax forms, including 990, 720, and 1120.
• Coordinate the annual 1099 tax form process, ensuring accuracy and adherence to regulations.

Other Responsibilities

• Collaborate with the entire Finance department to streamline processes and improve efficiency in finance operations.
• Assist with ad-hoc financial projects and tasks as assigned by the Assistant Director of Finance Operations.

Desired qualifications:

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Bachelor’s Degree
2. 3 to 5 years of related and progressive work experience in finance, accounting, administration or operations, preferably in a non-profit organization.
3. Strong attention to detail and ability to maintain accurate records.
4. Excellent communication and interpersonal skills, with the ability to collaborate effectively with team members.
5. Proficiency in Microsoft Office Suite, particularly Excel, for analysis and reporting.
6. Experience with financial management software such as Nexonia and NetSuite is a plus.
7. Experience with Salesforce is a plus.
8. Ability to multitask and prioritize workload in a fast-paced environment.
9. Project management and organizing skills required.
10. Effective trouble-shooting skills required.

Ideal Candidate: The ideal candidate is a dedicated and detail-oriented professional with a passion for NEO’s mission and a desire to grow in all aspects of financial operations within a non-profit setting. They are eager to learn and navigate complex financial and compliance challenges, contributing to the organization’s success while developing their own career.

Opportunities for Growth: This position offers exposure to key financial and compliance functions, providing valuable experience for individuals aspiring to advance to management roles in public administration or non-profit organizations. The Finance Coordinator will have the chance to collaborate with diverse teams across the organization and develop a comprehensive understanding of non-profit financial operations.