What are the responsibilities and job description for the Administrative Coordinator position at Beaverton Downtown Association?
About the Organization
The Beaverton Downtown Association (BDA) works to strengthen the heart of downtown Beaverton by enhancing community identity and heritage, fostering a vibrant center of activity, and ensuring long-term economic vitality. As a nationally recognized Main Street organization, the BDA is powered by passionate volunteers, local leaders, and community partners working together to make downtown Beaverton thrive.
About the Role
The Administrative Coordinator provides essential operational support to ensure the BDA meets its administrative, financial, compliance, and communication responsibilities. This role strengthens internal infrastructure, supports board operations, and ensures smooth execution of monthly and project-based tasks that keep the organization running efficiently.
Key Responsibilities
Administrative Support & Internal Operations
- Manage organizational email, calendar, files, documentation, and digital systems.
- Track contracts, invoices, reimbursements, and vendor documents; route items to the Treasurer and Chair for approval.
- Support the onboarding of contractors, project managers, and volunteers.
- Maintain internal checklists, standard operating procedures, and administrative workflows.
Board & Committee Support
- Prepare board packets, agendas, meeting minutes, and follow-up task lists.
- Support Executive Committee logistics including scheduling, document prep, and administrative coordination.
- Maintain board records, terms, training documentation, and compliance materials.
Communications & External Coordination
- Post basic social media updates, newsletters, or announcements as directed (non-strategic posting only).
- Update the BDA website Manager with project information, calendars, documents, and meeting notices.
- Support public-facing coordination such as project updates, email responses, and information sharing.
Finance & Compliance Support
- Track receipts, invoices, and contractor hours; prepare documents for the Treasurer.
- Maintain organizational compliance calendars and reminders (e.g., filings, registrations).
Pay range: $25-$30/hour as a 1099 Contractor.
Ideal Candidates
- Highly organized and detail-oriented with strong administrative skills.
- Ability to manage multiple tasks and deadlines with limited supervision.
- Experience with nonprofit administration, Main Street organizations, or municipal partnerships is a plus.
- Comfort with digital tools including Google Workspace, and basic social media posting.
Salary : $25 - $30