Administrative Systems Coordinator

ADMINISTRATIVE SYSTEMS COORDINATOR

OVERVIEW

The SODO Business Improvement Area (SODO BIA) is a nonprofit organization dedicated to fostering a safe, clean, connected, and engaged SODO community. Co-located and working in close day-to-day partnership, the Sound Industrial Alliance (SIA) is a newly established nonprofit stewardship organization focused on strengthening Seattle’s maritime, manufacturing, logistics, and industrial sectors. Together, these organizations operate as a highly coordinated team to advance place-based investment, industry advocacy, and economic development. This close working relationship allows for seamless collaboration across initiatives, bringing together businesses, public agencies, and stakeholders to support economic resilience, and drive sustainable growth.

The SODO BIA and SIA operate as a collaborative, fast-paced, and relationship-driven organizations where no two days look the same. Our team is small but highly effective, and we value individuals who take initiative, communicate clearly, and bring both professionalism and a sense of humor to their work. To support this integrated and co-located partnership, we are seeking an experienced and highly capable Administrative Systems Coordinator to help keep our operations running smoothly across both organizations.

POSITION SUMMARY

The Administrative Systems Coordinator is a cross-functional role supporting both the SODO BIA and SIA. This position is responsible for managing organizational data systems, administrative processes, and financial coordination to ensure data accuracy, accessibility, and compliance, while supporting overall operational efficiency through coordinated data collection, reporting, and system improvements. The role supports CRM and database management, reporting, internal workflows, office operations, and board coordination.

This is a shared position, with an anticipated allocation of approximately 20 hours per week dedicated to each organization, though time may shift based on priorities, projects, and organizational needs. The ideal candidate is highly organized, detail-oriented, and comfortable operating across multiple systems and teams, with the ability to work independently while contributing to a collaborative, fast-paced environment.

DUTIES & RESPONSIBILITIES-

Some of these responsibilities are shared across organizations, while others apply to only one organization.

• Data Management: Maintain and enhance CRM databases, including developing new functionality and improving system capacity.
• Records Maintenance: Accurately enter and update data in databases and management systems and validate and verify data to ensure integrity and quality standards.
• Reporting and Staff Collaboration: Generate reports, dashboards, and data summaries and coordinate with staff to identify data needs and support data-driven decision-making.
• Technology & Systems Improvement: Identify and implement tools to enhance efficiency in budgeting, document management, and internal communications.
• Financial Coordination: Process invoices, categorize expenses, and support financial reporting using tools such as QuickBooks and Excel, in coordination with the bookkeeper.
• Board Support: Coordinate board and executive committee meetings, including scheduling, agenda preparation, materials distribution, and minute-taking.
• Other duties as assigned.

QUALIFICATIONS

• Education: Bachelor’s degree in business administration, information management, data science, nonprofit management, or a related field (or equivalent experience).
• Data Management Experience: Demonstrated experience managing databases and CRM systems (e.g., Salesforce), with strong data entry and maintenance skills.
• Technical Skills: Proficiency in Microsoft Office Suite, Google Workspace, and QuickBooks.
• Communication: Strong written and verbal communication skills.
• Organization: Exceptional attention to detail with the ability to prioritize and manage multiple tasks.
• Collaboration: Proven ability to work effectively with diverse teams, stakeholders, and community partners.
• Problem Solving: Proactive and resourceful, with the ability to think strategically and improve systems.
• Adaptability: Comfortable working in a fast-paced, evolving environment where team members wear multiple hats.
• Professionalism: High level of integrity and commitment to organizational mission and values.

SYSTEMS & TOOLS

Familiarity with the following systems is strongly preferred:

·        Bookkeeping software (QuickBooks, or similar)

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

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

·        Microsoft Office Suite

·        Google Workspace

COMPENSATION

Salary range: $55,000-$70,000, plus a competitive benefits package, including:

• Medical, dental, vision, and life insurance
• 401(k) retirement plan
• Paid vacation and sick leave
• Parental leave
• Work-life balance
• Professional development and networking opportunities

TO APPLY

Please submit your resume and cover letter to lauren@sodoseattle.org with the subject line: “Administrative Systems Coordinator – Your Name.” All attachments should be submitted as PDFs and clearly labeled with your name. This position is open until filled.