Office Administrator (Part-Time, Local Candidates Only)

  • 6165 Leesburg Pike, Falls Church, VA 22044, USA
  • Part-time

Company Description

HR.Coach is leading a retained search for one of our non-profit clients.  This is an active search for an immediate opening. 

This is a faith based organization that does significant charitable outreach in the Culmore area.  Applicants must be comfortable working for a Christian based organization.

This position is responsible for the organization's administration; bookkeeping, facilities management and standard communications. This is a multi-faceted role that involves working closely with volunteer members, outside vendors and the general community. Our ideal candidate has strong communication skills, sharp attention to detail, is a self-starter, works collaboratively with staff and volunteers, and will uphold confidentiality while exercising sound judgement.

This is a part-time, non-exempt position that will be scheduled to work 20-25 hours per week and paid an hourly rate between $20 to $25 per hour depending on experience.  Paid vacation and sick leave benefits. 

Job Description

Office Administration

  • Answer phones, greet guests and relay any messages in a timely manner
  • Process daily mail and monitor and respond to organization's administrative email account
  • Manage calendar and communicate upcoming events to members and staff
  • Prepare handouts for meetings, organization holidays, and other events (including sending copies to participants to check for accuracy)
  • Prepare weekly organization newsletter in partnership with manager and electronically distribute to organization membership
  • Update organization website with events, sermons, music, program updates and seasonal offering opportunities
  • Provide administrative support for special organization events
  • Support Board Chair by compiling reports and preparing agendas for board meetings
  • Generate, prepare and send hard-copy mass mailing as needed
  • Maintain an updated membership database, both electronically and hard-copy
  • Maintain a current and organized filing system and a clean office space
  • Provide scheduling and other administrative support to Senior Administrator

Bookkeeping and Financial Management (under supervision of Board Treasurer)

  • Process payroll using Paycor payroll service
  • Follow established financial practices as established by the Finance Committee
  • Process invoices, cut checks and prepare deposits
  • On a weekly basis enter donations received into cloud-based membership system and donation tracking database
  • Regularly enter all expenses and income into QuickBooks
  • Generate monthly reports for board meetings using QuickBooks as guided by Treasurer
  • Track monthly outreach giving and disburse special offerings
  • Generate and mail hard-copy financial statements to donors three times per year
  • Provide support for annual giving campaign
  • Process all paperwork related to investments and memorial funds
  • Serve as a liaison with our community partners day (such as day shelter, food bank, childcare center, etc) and assist with making online transfers and payments

Facilities Management

  • Screen all facilities requests and share with Senior Administrator and Facilities Chairs
  • Ensure that paperwork is completed for any group that rents the facility
  • Ensure that renters understand our rules and regulations and are prepared to have a successful rental experience
  • Process and manage all security deposits and rental fees
  • Serve as main point of contact for all facilities repairs and inspections
  • Proactively respond to facilities issues or concerns shared by members, renters or staff


3-5 Years of experience working as a bookkeeper

5+ years of experience working as an office administrator

Demonstrated experience working with a largely volunteer workforce

Ability to maintain professional interactions with paid and unpaid staff

Experience using Paycor Payroll System (or similar)

Proficiency using Quickbooks accounting system.

Ability to pass a rigorous background investigation, including a credit check

Current COVID-19 vaccination

H.S. Diploma required, GED accepted

AS/BS in Business or Accounting, preferred

Additional Information

Applicants who do not adequately complete the screening questions, will not be considered for this role. 

All your information will be kept confidential according to EEO guidelines.