What are the responsibilities and job description for the Operations Administrator position at Bread of Life Mission?
JOB TITLE: Operations Administrator DEPARTMENT: Admin
REPORTS TO: President/CEO
BFOQ: Christian / Faith Aligned STATUS: Non-Exempt SALARY RANGE: $55,000-$65,000
ORGANIZATION: Bread of Life Mission is a non-denominational, Christian, social services organization, which provides critically needed goods and services to the homeless, poor, and needy of Washington State without regard to race, color, sexual orientation, creed, national origin, or religion.
SUMMARY OF POSITION: Bread of Life Mission’s Operations Administrator (OA) anchors day-to-day administrative support across core business operations. Finance responsibilities include basic bookkeeping in QuickBooks (coding and reconciliations), BILL database and card administration, Paycor database administration, vendor set up and payables processing, including basic payroll functions, and state and city reporting. The role also supports administration through basic payroll and HR functions, and office management tasks.
DUTIES AND RESPONSIBILITIES:
Bread of Life Mission is a privately funded 501(c)3 Christian ministry. It is the policy of Bread of Life to grant equal opportunities for employment to all qualified persons without regard to age, race, color, national origin, military, gender, genetic characteristic, marital status, unemployment, domestic violence, or any other applicable grounds prohibited by law. Our designated purpose is religious. We consider every position essential in the fulfillment of our ministry and Mission Statement. As such, each employee must have a relationship with Jesus Christ as their personal Savior and Lord. All employees must:
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REPORTS TO: President/CEO
BFOQ: Christian / Faith Aligned STATUS: Non-Exempt SALARY RANGE: $55,000-$65,000
ORGANIZATION: Bread of Life Mission is a non-denominational, Christian, social services organization, which provides critically needed goods and services to the homeless, poor, and needy of Washington State without regard to race, color, sexual orientation, creed, national origin, or religion.
SUMMARY OF POSITION: Bread of Life Mission’s Operations Administrator (OA) anchors day-to-day administrative support across core business operations. Finance responsibilities include basic bookkeeping in QuickBooks (coding and reconciliations), BILL database and card administration, Paycor database administration, vendor set up and payables processing, including basic payroll functions, and state and city reporting. The role also supports administration through basic payroll and HR functions, and office management tasks.
DUTIES AND RESPONSIBILITIES:
- Uphold, promote, and encourage, in word and deed, desired organizational culture and core values; purposefully seed to establish and maintain a culture that affirms and advances BOLM’s mission statement, vision, and values.
- Corporate card administration (BILL): issue/terminate cards; maintain user roles and spend controls; ensure receipt capture and coding compliance; monitor transactions; reconcile monthly card statements in coordination with Finance.
- Accounts payable & vendor management: set up and maintain vendors in BILL/QuickBooks; collect W-9s and maintain 1099 designations; enter and route bills for approval; schedule payments; resolve invoice discrepancies with staff and vendors.
- QuickBooks bookkeeping: code entries to the correct GL/class/project; upload annual budgets; perform bank and credit-card reconciliations as needed.
- Expense management
- Ensure tax compliance
- Serve as a first point of contact for calls, emails, website inquiries, and visitors; deliver excellent customer service.
- Coordinate daily office operations: mail distribution, supply inventory, and vendor communications (e.g., equipment leases).
- Prepare logistics for monthly all-staff meetings; assist with staff/board retreats and meeting materials.
- Responsible for general office maintenance and oversight including management of office keys.
- Administration of insurance functions, contract review, and files.
- Maintain all files related to company vehicles, maintaining annual insurance and registration up to date.
- Maintain data integrity in Paycor by creating and updating templates and employee information.
- Manage time sheets ensuring timely entries by staff through notifications and training as needed.
- Process payroll (through Paycor) and benefits administration.
- Maintain HR records and filing systems; help coordinate onboarding/offboarding logistics and documentation.
- Assist with annual HR process logistics (evaluations, open enrollment, surveys, trainings).
- Lead and participate in devotions, prayer, teaching, or Bible study with staff and program participants.
- Special projects as assigned.
- A solid, mature, and credible Christian witness and lifestyle that exemplifies Christ in character and actions.
- Have a personal relationship with Jesus Christ and be able to share the gospel with others through words and deeds.
- Wise and adept at managing budgets and resources.
- Proficient in QuickBooks Online and Microsoft Office Professional.
- Capable of handling numerous tasks, while meeting deadlines.
- Possess excellent interpersonal skills, verbal, and written communication skills with a professional demeanor.
- Highly ethical, trustworthy, and professional.
- Organized with good analytical and decision-making abilities.
- Able and willing to interact with shelter guests in a compassionate and respectful manner.
- Able to maintain a positive, professional, Christ-like manner with all donors, staff, guests, and volunteers.
- Agrees with and carries out responsibilities in accordance with the Mission’s policies that are included in Bread of Life Mission Directives, Code of Conduct, Statement of Faith, and Mission Statement. Willingly sign a confidentiality agreement.
- Write concisely and organize content clearly; pay strong attention to details and accuracy.
- 2 years of administrative/operations/accounting support experience (nonprofit or similar).
- Comprehensive knowledge of accounting processes.
- Hands-on QuickBooks experience (transaction coding, journal entries, bank/credit-card reconciliations).
- Experience with corporate card programs (BILL or similar) and accounts payable workflows.
- Knowledge of human resources processes a plus.
- Microsoft 365 proficiency – Office, Excel, Outlook.
- Strong attention to detail, organization, and written/verbal communication; ability to manage multiple deadlines.
- Work is performed in a typical interior office within an emergency shelter/transitional housing environment with occasional outside work required.
- Must be able to lift up to 30 lbs. occasionally.
- Work requires talking, standing, walking, sitting, pulling, pushing, reaching, crouching, carrying and other fine motor skills.
- Requires occasional prolonged mental acuity working on a computer screen.
Bread of Life Mission is a privately funded 501(c)3 Christian ministry. It is the policy of Bread of Life to grant equal opportunities for employment to all qualified persons without regard to age, race, color, national origin, military, gender, genetic characteristic, marital status, unemployment, domestic violence, or any other applicable grounds prohibited by law. Our designated purpose is religious. We consider every position essential in the fulfillment of our ministry and Mission Statement. As such, each employee must have a relationship with Jesus Christ as their personal Savior and Lord. All employees must:
- Be able and willing to share the Gospel and participate in the ministry activities of Bread of Life.
- Subscribe to Bread of Life Statement of Faith and Qualifications for Employment upon hire and continuously while employed.
- Adhere to the Bread of Life Employee Handbook.
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Salary : $55,000 - $65,000