Office Operations & Accounts Payable Specialist

Summary of Position

This position serves as the operational hub of the Foster & Adoptive Care Coalition. The Office Operations & Accounts Payable Specialist is responsible for providing exceptional reception and customer service, coordinating day-to-day office operations, managing facility vendors, maintaining office readiness, supporting safety preparedness, and providing transactional bookkeeping support. The position is stationed at the front desk full-time while dedicating approximately 16 hours each week to finance support functions. The position does not process payroll, access confidential employee compensation information, or approve financial transactions. 

Essential Functions & Responsibilities

Reception & Customer Service

• Serve as the first point of contact for visitors, families, partners, donors, volunteers and vendors. 
• Answer and route calls; greet and assist in a welcoming manner. 
• Manage visitor sign-ins.  
• Maintain an attractive reception area and waiting spaces.
• Coordinate mail, shipping, deliveries and courier services. 

Office Operations

• Coordinate conference room calendars and partner meetings. 
• Reset conference rooms and focus rooms daily and after meetings. 
• Maintain office forms, signage and common areas. 
• Maintain office supply, breakroom and operational inventory.

Building & Vendor Coordination

• Serve as liaison with building management. 
• Coordinate snow removal, janitorial services, landscaping, maintenance, HVAC, repairs and vendor access. 
• Monitor building readiness and report facility concerns to the appropriate personnel. 

Finance Support (Approx. 16 hours/week)

• Enter Accounts Payable invoices into Bill.com. 
• Manage vendor records, invoice coding and document retention. 
• Support Accounts Receivable including customer maintenance and recurring contract invoices. 
• Enter and code corporate credit card transactions using naming conventions.
• Review reimbursement requests for receipts, coding, notes and budget approvals.
• Co-manage Bill.com workflows for A/P, A/R and reimbursements.
• Does not process payroll, access payroll records, reconcile bank accounts or approve expenditures.
• See job description for a complete list of responsibilities.    

Qualifications & Requirements

Education

Associate degree preferred; equivalent experience considered. 3-5 years of office administration, customer service, and bookkeeping experience preferred.