Finance & Office Coordinator

Finance & Office Coordinator

Location:

New York, NY (Hybrid)

Salary Range: $65,000 — $75,000

Our Client:
The Out of Home Advertising Association of America (OAAA) is the premier trade association for the U.S. out of home (OOH) advertising industry. Representing media owners, technology platforms, and buyers, OAAA works to protect, promote, and advance the OOH medium across billboards, transit, place-based media, and digital OOH (DOOH).

Our mission is to inform, educate, and elevate the role of OOH in today’s omnichannel media ecosystem through industry leadership, research, advocacy, and storytelling.

The Finance & Office Coordinator plays an important role in supporting the organization’s financial administration, office operations, and internal systems. This position works closely with leadership, department heads, and external vendors to ensure day-to-day processes run smoothly and efficiently.

The role combines finance coordination, office administration, and data management responsibilities, helping maintain accurate records, supporting financial workflows, and coordinating operational activities across the organization. This position is ideal for a detail-oriented professional who enjoys working across multiple functions in a collaborative nonprofit environment.

This position reports directly to the Chief Operating Officer (COO) and works closely with the leadership team, department heads, and external service providers to support operational and financial processes.

• Assist with invoice creation and processing for membership billing, sponsor ships, and other revenue streams.
• Maintain membership billing tracking and ensure accurate documentation of payments and outstanding balances.
• Coordinate submission of vendor invoices and assist with accounts payable processing.
• Support accounts receivable follow-up, including tracking outstanding invoices and coordinating payment reminders.
• Work closely with the organization’s external accounting partner to ensure accurate financial documentation and reporting.
• Assist in preparing financial information and supporting documentation for leadership as needed.

• Coordinate relationships with vendors and service providers, including IT, facilities, and administrative vendors.
• Maintain vendor contract records, renewal dates, and service documentation.
• Assist with board meeting logistics including scheduling, materials preparation, and meeting coordination.
• Support administrative aspects of organizational events and meetings, including registration coordination and vendor communication.
• Maintain organized document management systems ensuring files and records are properly stored and accessible.

• Maintain and update CRM records including membership and contact information.
• Ensure membership records remain accurate and current within organizational systems.
• Support event registration coordination including tracking attendees and updating event databases.
• Assist with financial and operational reporting including compiling information for leadership dashboards or internal reports.
• Help maintain internal systems and processes to support efficient data management and reporting.

• 3–5 years of experience in finance coordination, office administration, operations support, or nonprofit administration.
• Experience working with CRM systems, accounting platforms, or membership databases preferred.
• Familiarity with accounts payable, billing processes, or financial documentation.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and maintain accurate records.
• Strong written and verbal communication skills.
• Comfortable working with cross-functional teams and external vendors.
• Finance degree preferred

• Attention to detail and accuracy
• Organizational and process management
• Collaboration and service orientation
  
  Accountability and follow-through
• Discretion and professionalism when handling confidential information

This position is based in New York City. In accordance with New York City pay transparency requirements, the anticipated salary range for this position is $65,000 — $75,000 annually. Final compensation will be determined based on a variety of factors including experience, qualifications, and organizational budget approval.

OAAA is an equal opportunity employer and is committed to fostering an inclusive workplace.