Administrative Coordinator

Administrative Coordinator

We are looking for a detail-oriented Administrative Coordinator to join our team in San Diego, California, on a long-term contract basis. In this role, you will provide critical support to ensuring smooth operations through accurate documentation, compliance reporting, and logistical coordination. This position is ideal for someone who thrives in a fast-paced nonprofit environment and enjoys working behind the scenes to make a meaningful impact.

Responsibilities :

• Prepare and organize necessary documents for program distributions, including compliance forms, registration materials, and site-specific paperwork.
• Collect, scan, and maintain program records such as intake forms and monthly reports to ensure compliance with state regulations.
• Compile and format data for state-required reporting on a monthly and quarterly basis.
• Manage filing systems and ensure accurate digital storage of program records.
• Assist with inventory-related tasks, including tracking supplies, managing distribution orders, and preparing Bills of Materials.
• Print, organize, and package large volumes of flyers, handouts, and participant materials for program operations and partner agencies.
• Coordinate with other departments to ensure timely delivery of program-related materials.
• Track incoming documents from field staff and partners, identifying and addressing any missing or incomplete submissions.
• Provide database support by entering and managing data in systems such as Oasis, Primarius, or Excel.
• Support preparations for audits, file reviews, and inventory checks as needed.

Requirements :