Administrative Operations Coordinator

SUMMARY OF THE POSITION

The Administrative Operations Coordinator is a highly detail-oriented and analytical position to strengthen financial oversight, documentation integrity, and compliance across programs. This is a mid-level, professional role responsible for independently reviewing, evaluating, and enforcing financial and administrative controls at client sites and within internal operations. The majority of time in this role is spent in the field, visiting client homes located within their respective communities.

This position exercises independent judgment in auditing spending activity, identifying discrepancies, requiring corrective action, and supporting internal quality and compliance reviews. The role regularly works both in the field at program locations and in the office and serves as a key internal control function supporting finance, operations, and administration. Program locations are generally in client homes within the community.

DUTIES & RESPONSIBILITIES

Financial Audit & Oversight

• Independently conduct on-site and desk audits of client spending, receipts and supporting documentation, and spending logs.
• Evaluate whether expenditures are properly documented and compliant with internal policy
• Identify discrepancies, documentation gaps, control weaknesses, or compliance risks
• Require corrective action from staff when deficiencies are identified, and follow up to ensure resolution
• Analyze spending patterns and documentation trends to identify systemic risks or improvement opportunities
• Partner with Finance and Operations leadership to strengthen internal controls and documentation standards

Financial Systems & Documentation Integrity

• Oversee the accuracy and completeness of spending documentation submitted for entry into financial systems
• Review and validate data before and after entry to ensure integrity of records
• Develop and refine tools, templates, and processes to improve documentation consistency and audit readiness

Quality & Compliance Support

• Support internal quality reviews, compliance audits, and investigations, as assigned
• Participate in internal compliance reviews and risk mitigation activities
• Serve as a documentation and compliance resource to program and administrative teams

Operational & Administrative Continuity

• Provide high-level administrative backup coverage during paid time off, leave of absences, or vacancies, including supporting operational, finance, or administrative functions, and ensuring continuity of critical processes

Authority & Decision-Making

• Exercises independent judgment in evaluating compliance, documentation sufficiency, and financial controls
• Plays a key role in protecting organizational and client assets and ensuring financial integrity
• Other duties as assigned

REQUIRED SKILLS & ABILITIES

• Regular local travel required
• Demonstrated ability to analyze documentation, identify issues and risks, and enforce standards and follow through on corrections
• Strong professional judgment, discretion, and integrity
• Strong organizational, documentation, and analytical skills
• Comfortable having professional, sometimes difficult, accountability conversations
• Proficiency in Microsoft Excel, Word, Outlook; SharePoint experience
• Valid driver’s license and reliable transportation required

Qualifications

• Associate’s degree required; Bachelor’s preferred (Accounting, Business, Finance, or related field a plus), or an equivalent combination of education and relevant professional experience
• 3+ years’ experience in auditing, compliance, finance operations, program oversight, or related work

REQUIRED SKILLS & ABILITIES

Regular local travel required

Demonstrated ability to analyze documentation, identify issues and risks, and enforce standards and follow through on corrections

Strong professional judgment, discretion, and integrity

Strong organizational, documentation, and analytical skills

Comfortable having professional, sometimes difficult, accountability conversations

Proficiency in Microsoft Excel, Word, Outlook; SharePoint experience

Valid driver’s license and reliable transportation required

Qualifications

Associate’s degree required; Bachelor’s preferred (Accounting, Business, Finance, or related field a plus), or an equivalent combination of education and relevant professional experience

3+ years’ experience in auditing, compliance, finance operations, program oversight, or related work