Office Administrator/ Bookkeeper

Overview

The SODO Business Improvement Area, (SODO BIA), a nonprofit organization dedicated to advocating a safe, clean connected and engaged SODO, seeks an experienced Office Administrator to help keep our small but mighty team running smoothly. We are a collaborative, fast-paced, and relationship-driven office where no two days look the same. The ideal candidate enjoys variety, takes initiative, communicates clearly, and brings both professionalism and a sense of humor to their work. This is not an entry-level position. We are looking for someone who has successfully held a similar role and can step in with confidence- learning how we do things, not how to do the work itself. The position requires strong administrative, financial, and organizational expertise, along with the ability to thrive in a close-knit team environment.

DUTIES & RESPONSIBILITIES

Daily Operations Management

The office Administrator oversees the day-to-day administrative and operational functions of the SODO BIA office including:

• Maintaining office systems, supplies, files, records, contracts, leases, IT support, and subscriptions
• Leading day-to-day bookkeeping functions in coordination with the accountant and Executive Director, including payroll processing, billing, invoicing, reconciliations, financial reporting support, and grant tracking

• Supporting HR processes, including onboarding paperwork, employee records, benefits coordination, and compliance documentation
• Maintaining accurate records across CRM and team task management platforms.

• Establishing and maintaining professional relationships with business and property owners, local law enforcement, city departments and program contractors to provide responsive customer service and facilitate access to district and organization resources
• Supporting special projects and performing additional duties as assigned

Executive Director & Team Support

As the first point of contact for the organization, the Office Administrator manages telephone and email correspondence from ratepayers, board members and the general public. This role also provides direct administrative support to the Executive Director and team, including:

• Managing scheduling and calendar coordination for the Executive Director

• Coordinating staff meetings and tracking follow-up actions through team task management software

• Supporting the Board of Directors by scheduling meetings, preparing agendas and materials using board management software, ensuring meeting space is prepared, and recording and distributing meeting minutes
• Coordinating travel arrangements for staff attending conferences and meetings

Requirements

The successful candidate will bring:

• 5+ years of progressively responsible administrative and financial management experience required, preferably in a small nonprofit or mission-driven organization.
• Demonstrated experience independently managing payroll and full-cycle bookkeeping in a small organization.

• Experience supporting executive leadership and boards of directors

• Ability to step into an established system and operate with minimal oversight

• Exceptional verbal and written communication skills

• Keen attention to detail, with the ability to successfully prioritize tasks and manage multiple deadlines as necessary.

• Proven experience providing excellent customer and constituent services across diverse stakeholder groups.

• Strong interpersonal skills, sound judgement and diplomacy

• Bachelor’s Degree or equivalent professional experience preferred.

SYSTEMS & TOOLS

Experience with the following systems is strongly preferred:

• Bookkeeping software (QuickBooks, or similar)

• Payroll platforms (Intuit/QuickBooks, ADP, Paychex, or similar)

• CRM platforms (Salesforce, HubSpot, Zoho, or similar)

• Work management software (Asana, Monday, Smartsheet or similar)

• Microsoft Office Suite

• Google Workspace

Benefits

Compensation: $75,000-$95,000        

• Medical, Dental, Vision, and Life Insurance

• 401(k) Retirement 

• Vacation

• Sick Leave
• Parental Leave
• Work/life balance/integration
• Networking