Finance & Administrative Coordinator

Description

THIS JOB POSTING WILL CLOSE ON AUGUST 14, 2026, AT 11:00 PM EST.

The Finance & Administrative Coordinator is a key office and financial support position that helps ensure the efficient day-to-day administrative operations of Fair Lane Estate. The role provides executive support to the President & CEO, performs essential bookkeeping functions, and serves as a primary contact for inbound phone, text, email, and web inquiries. Reporting to the Senior Director of Finance & Administration, this position maintains and enhances administrative, financial, and operational systems through cross-departmental collaboration.

This newly created position expands the Administration department’s capacity to provide high-quality support to the organization’s team and partners. The Coordinator also supports special projects, including the implementation of new systems and processes that advance Fair Lane Estate’s continued growth and transition to a fully operational house museum in 2027.

Percentages related to duties & responsibilities are estimates and will fluctuate based on the needs of the Estate.

Office Support Responsibilities (50%)

• Serve as administrative support to the President & CEO by managing communications, coordinating board and external meetings, preparing materials, and supporting confidential correspondence and follow up.
• Prepare accurate and timely minutes for board meetings, including board-led committee meetings.
• Serve as the primary point of contact for incoming general phone, email, web, and text inquiries, responding to routine questions and routing requests appropriately.
• Research, order, and track general office supplies while being considerate of team needs.
• Maintain an orderly, functional space through having daily oversight of the office environment, identifying facility needs and reporting them to the appropriate department.
• Serve as liaison for administrative contractors visiting Fair Lane for service-related issues.
• Support internal communication efforts and cross-departmental collaboration.
• Open mail and deliver directed pieces to the appropriate parties.
• Support the preparation of donor and stakeholder materials via organizing, collating, and mailing.
• Assist the Senior Director of Finance & Administration and the outsourced IT Managed Services Provider with occasional technology troubleshooting.

Bookkeeping Responsibilities (40%)

• Process invoices via third-party accounts payables services, such as , ensuring vendor authorization, purchasing policy compliance, and invoice coding accuracy.
• Post receivables transactions in Quick Books Online, collaborating with the Advancement team to determine donor-intent, campaign (revenue) assignment, and deposit authorization.
• Support monthly close duties, including the reconciliation of multiple bank, credit, investment, and payment processing accounts via Quick Books Online.
• Work closely with the Advancement department to communicate outstanding pledge balances, support collection efforts, and to resolve revenue reporting discrepancies.
• Maintain purchasing system through the facilitation of new vendor, purchase order, and change order processing.
• Assist the Senior Director of Finance & Administration with compliance functions, including annual financial audit, 990 tax preparation, and grant reporting, to include the collaborative maintenance of restricted net asset activity, depreciation and PP&E, investment activity, and other key financial schedules.
• Support the development, review, and preparation of additional financial reporting, analytics, and procedures to safeguard assets and improve efficiency.
• Serve as an additional reviewer for financial processes and reports to maintain strict controls in alignment with GAAP accounting standards.

Human Resources Responsibilities (10%)

• Lead the successful orientation of new hires, including preparing desk spaces, hosting workspace tours, and providing training for standardized administrative systems.
• Support the reconciliation of payroll, compensation, and benefit activities.
• Assist in the review and preparation of HR documents, including employee handbook, benefit…