Office Coordinator

Organization Description:

Our Little Roses Foreign Mission Society, Inc. (OLRFMS) is a U.S.-based 501(c)(3) nonprofit that raises approximately $1.7 million annually to support Our Little Roses Ministries in San Pedro Sula, Honduras, and to sustain its U.S. operations. Our Little Roses Ministries is dedicated to transforming the lives of abused, abandoned, and neglected girls, empowering them to become successful women grounded in strong moral and spiritual values and guided by the teachings of the Gospel. OLRFMS relies primarily on private gifts and grants, raised through annual contributions, sponsorships, major gifts, and donor-organized special events.

Job Summary:

OLRFMS is seeking a highly organized and motivated Office Coordinator to join our mission-driven team. The ideal candidate will be a dedicated, proactive problem-solver committed to our work of empowering girls in Honduras. Reporting directly to the Executive Director, this position provides essential administrative support to help achieve the organization's goals. The Office Coordinator also collaborates closely with the Sponsorship and Development Manager to ensure consistent and comprehensive donor and sponsor support.

Job Responsibilities:

25% Bookkeeping:

• Accurately process deposits, recording all revenues and expenditures in QuickBooks Online and Trailblazer.
• Ensure all relevant documentation is scanned and attached in both QuickBooks Online and Trailblazer, in compliance with audit requirements.
• Prepare bi-monthly fund transfer reports for the Executive Director’s approval before wire transfer deadlines on the 11th and 25th of each month. 
• Complete approved wire transfers to Honduras and maintain appropriate filing and documentation.
• Manage the accounts payable in QuickBooks Online, ensuring timely payment of invoices and accurate categorization of expenditures according to the Chart of Accounts.
• Maintain thorough documentation for all revenue and expense transactions.
• Collaborate with the OLRFMS Treasurer and the Executive Director to provide financial reports and documentation for Board meetings, Committee meetings, and audit preparation.

25% Gift Processing:

• Process all contributions, grants, gift-in-kind donations, and other income, ensuring accurate entry into the donor database and proper allocation to designated gift funds.
• Monitor and reconcile all online donations, including those received through Network for Good, Anedot, and PayPal.
• Follow up with the donors for standard credit card issues or failed transactions.
• Maintain and regularly update gift processing and data entry procedures.
• Ensure compliance with fundraising policies, procedures, and organizational goals.

15% Office Administration:

• Oversee general office administration, including answering the main OLRFMS phone line, responding to inquiries, directing calls to the appropriate staff member, and managing voicemail messages.
• Monitor the “admin” email account, responding to or forwarding messages as appropriate; this account is also used for vendor communications.
• Sort and review incoming mail, ensuring timely responses and proper distribution.
• Manage office supplies by anticipating staff and event needs, placing orders to support efficient operations and material cost-effectiveness.
• Manage office equipment, subscriptions, and lease agreements.
• Oversee document and record retention to ensure essential records are preserved in accordance with financial, administrative, and archival requirements, and properly attached to relevant records in QuickBooks Online and Trailblazer.

15% Assistance to the Executive Director:

• Provide general day-to-day support to the Executive Director.
• Assist with the planning and execution of special events, including all related logistics.
• Attend fundraising events and local activities as needed.
• Assist with Board and Committee meetings by preparing materials, coordinating logistics, setting up video conferencing equipment, and ordering food and refreshments as needed.
• Prepare budgets for staff conferences and travel as needed.
• Manage travel arrangements, including booking airline tickets and hotel accommodations, registering for conferences and fundraising events, and coordinating all other related expenses.
• Process expense reimbursements and maintain proper documentation for the Executive Director’s expenditures.
• Maintain and update donor and prospect records and log notes.

15% Database Updates and Donor/Prospect Research:

• Oversee the overall management of the Trail Blazer database, including data entry and output.
• Proactively seek to learn and expand knowledge and expertise with the Trail Blazer system.
• Produce giving and fundraising reports as needed.
• Develop and maintain procedures to ensure the integrity and security of database information; enter new or updated data promptly.
• Continuously improve the quality and accuracy of donor and prospect records.
• Identify, implement, and maintain database policies and procedures to support all fundraising activities. 
• Extract data to meet the reporting and research needs of the Executive Director and Sponsorship and Development Manager.
• Provide segmented mailing lists for communications, solicitations, invitations, and other outreach efforts.

5% Record/File Management:

• Conduct research on lapsed donors to identify potential re-engagement opportunities.
• Investigate the financial and biographical status of individuals, corporations, and foundations as requested by the Executive Director.
• Collaborate with vendors to develop targeted donor prospect lists.
• Analyze current prospect lists to identify opportunities for cultivation and solicitation.

Skills, Abilities, and Requirements:

• Proficient in Microsoft Office, Google Mail, and Google Drive, with a willingness to learn additional software.
• Familiarity with bookkeeping principles and familiarity with QuickBooks Online or similar accounting software or strong aptitude to learn quickly.
• Experience with CRM databases; Trail Blazer preferred, but not required.
• Strong multitasking and time-management skills; able to manage multiple projects and meet deadlines.
• Excellent attention to detail, ability to meet deadlines, and regularly assess progress toward goals.
• Collaborative team player who works effectively with the Executive Director, Sponsorship and Development Manager, and other staff to adapt or create strategies and achieve organizational goals.
• Commitment to accurate recording of contributions and continuous improvement of database information and records.
• Strong interpersonal, verbal, and written communication skills.
• Consistently demonstrates high emotional intelligence, integrity, and professionalism at all times, especially when handling confidential information.
• Willingness and ability to travel locally, regionally, and internationally for events and professional development opportunities.
• Flexibility to cross-train to cover various staff duties as needed.
• Written and verbal proficiency in Spanish is a plus but not required.
• Bachelor’s degree preferred but not required; one to three years of relevant experience in nonprofit, bookkeeping, accounting, or administrative roles is desired.

Work Environment and Physical Requirements:

• This is a primarily in-person role; limited remote work may be considered for exceptional candidates.
• Must be able to lift and carry items up to 50 lbs. as needed (e.g., boxes or travel bags).
• The office is located on the second floor; ability to navigate stairs is required.
• Occasional evening or weekend work and international travel may be required.
• A collaborative, team-oriented approach is essential, with flexibility to adapt to organizational needs.
• The standard workweek is 40 hours.

Compensation and Benefits:

• Salary Range: $40,000–$50,000 annually
• Benefits: Full medical, dental, and vision coverage, paid vacation, and holidays

How to Apply:

Please email your resume and a brief cover letter to OLRFMS@ourlittleroses.org. Applications will be reviewed on a rolling basis.