Office Coordinator


Position Summary

The Office Coordinator is an administrative position designed to organize, operationalize, and manage the daily flow of activity on behalf of the leadership team. The position functions as a close support to the primary duties of the leadership team. As such, preparation of standard materials, managing contract obligations, and strong communication skills are critical. This position also helps shape the public image of efficiency and professionalism.


Essential Functions

  • Provide the Senior Director of Operations with a daily update on critical matters.
  • Organize all funding contracts and advise the Senior Director of Operations and CEO of time sensitive reporting and financial processing.
  • Oversee general business functions such as filing, computer/paperless account management, including QuickBooks and Salesforce.
  • Assist with development activities that maximize the potential for new and current donors in collaboration with the leadership team.
  • Works in maintaining an accurate Volunteer/Donor base and to ensure all donors and providers of financial assistance receive thank-you notes and acknowledgements.
  • Works to support all Peaceprints of WNY’s annual fundraising and community events in collaboration with the leadership team.
  • Coordinate the preparation of incoming payment requests, reimbursements, invoices and receipts.
  • Collect and manage personnel files and necessary documentation for grants.
  • Coordinate and complete all office purchase requests for all locations and for special events.
  • Assist with onboarding of new team members.
  • Assist with payroll preparation and reporting, in collaboration with payroll company, CFO and senior director of operations.
  • Manage general office calls, emails and mail correspondence.
  • Assist with routine bank deposits.
  • Assist with facilities contracts for all locations and advise the leadership team of impending concerns/issues and/or contract renewals.
  • Coordinate in conjunction with the leadership team preparation and follow up on grant reports.
  • All other duties as assigned.


Education and Experience

  • 3 years relevant experience in office setting OR completion of Associate degree or higher level of education.


Knowledge, Skills and Abilities

  • Appreciation and understanding of Peaceprints of WNY’s mission and vision
  • Professional and friendly demeanor at all times
  • Strong communication and writing skills
  • Strong organizational skills
  • Financial organizational skills
  • Working knowledge of MS Suite, QuickBooks, and Internet


Physical Requirements

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Work time may be evenly split between office settings or outside meetings. Limited local travel is required. Light physical effort in an office environment
  • Frequent computer use
  • Primarily sedentary work with occasional bending and reaching
  • Maintain a high energy level; comfortable performing multi-faceted projects in conjunction with day-to-day activities
  • Regularly required to speak clearly and hear the spoken word as well
  • Regularly required to read and write clearly




Personal Information


High School


College 1


College 2

Work History



I Accept