Operations and HR Coordinator

Position Overview

We’re looking for a detail-oriented, super-organized Operations and Human Resources Coordinator to facilitate ASAP’s day-to-day operations, human resources processes, and financials. This role keeps the wheels turning for a fast-paced, mission-driven team. If you’re someone who thrives in the details and geeks out on efficiency, keep reading.

Key Responsibilities

Human Resources & Benefits Administration

• Administer payroll and employee benefits, including enrollment, changes, and answering employee questions.
• Assist with employee onboarding and offboarding, maintaining comprehensive and confidential personnel records.
• Facilitate the recruitment process, including posting job descriptions, coordinating interviews, and communicating with candidates.

State and Federal Compliance

• You’ll be our compliance whiz, making sure we meet all state and federal reporting requirements, including charitable registrations and insurance filings.
• Track and manage key compliance deadlines and work with external partners as needed (e.g., accountant, legal counsel, etc.).

Bookkeeping & Financial Administration

• Support accounts payable and receivable functions, ensuring timely and accurate financial transactions.
• Assist with monthly financial reconciliations and maintain records for expense reports, reimbursements, and credit card usage.
• Ensure appropriate allocations for restricted grant funds.
• Coordinate with external accountants as needed for audit preparations.

Executive Assistance

• Support the CEO in tracking and executing strategic initiatives, projects, and organizational priorities.
• Coordinate logistics for board meetings and retreats. Assist in preparing materials for board meetings, take meeting minutes, and follow up on action items.
• Plan and coordinate travel arrangements, accommodations, and other logistics for the CEO’s business travel.
• Assist with organizing special events, including fundraising events, community outreach, and staff activities.

Qualifications

• 2-5 years of experience in HR, nonprofit operations, or a similar administrative role.
• A knack for staying organized and a love for dotting those i’s and crossing those t’s.
• Ability to handle sensitive and confidential info with grace and professionalism.
• Strong written and verbal communication skills—you’re the one people can count on for clear, concise updates.
• A self-starter who thrives in a remote, collaborative setting. You’re someone who takes the initiative and makes things happen.

Preferred Qualifications:

• Proficiency in payroll software and HR platforms (e.g., Rippling).
• Proficiency in Google Workspace (GMail, Drive, Docs, Sheets, etc.), Slack, and Salesforce
• Experience working in a nonprofit organization, particularly in a small or growing team.
• Familiarity with nonprofit compliance requirements at the state and federal level.
• Experience supporting C-suite or executive-level leaders.