Staff Administrator

Staff Administrator

About eCratchit

eCratchit provides accounting, bookkeeping, and CFO support to nonprofit organizations. We are looking for a highly organized, dependable, and proactive Staff Administrator to help keep our office, administrative processes, and internal operations running smoothly.

This is a great role for someone who likes variety, takes ownership of the little details that make a workplace function well, and is comfortable balancing hands-on office tasks with administrative and operational support.

Position Summary

The Staff Administrator will support day-to-day office operations, mail and check handling, vendor coordination, supplies, staff events, basic finance administration, and special projects. This role requires someone who is detail-oriented, responsive, trustworthy, and willing to jump in wherever needed.

Because many responsibilities are tied to physical office operations, this position requires regular in-office availability.

Key Responsibilities

Office Operations and Facilities Support

Maintain a clean, organized, and well-stocked office environment, including the kitchen, bathrooms, supply areas, storage closets, and shared spaces.

Coordinate with vendors and service providers, including cleaning teams, landscaping, elevator maintenance, irrigation vendors, recycling services, FedEx, UPS, WB Mason, and other delivery providers.

Support seasonal and periodic facilities needs, including elevator inspections, irrigation turn-on and shut-off, recycling pickups, office cleanouts, storage organization, and other in-office projects.

Handle local errands as needed, such as Home Depot runs, UPS drop-offs, and other office-related trips.

Mail, Checks, Deliveries, and Office Logistics

Retrieve mail from the office cluster box and post office box on a regular schedule.

Check for client checks and accurately log them in the AR Check Log.

Coordinate FedEx, UPS, and other pickups and deliveries.

Monitor and handle any mail still delivered to legacy or alternate locations as needed.

Administrative and Finance Support

Enter bills into Bill.com.

Submit FedEx bills to QuickBooks.

Enter employee expense reports as needed.

Assist with 1099 support during the January and February busy period.

Coordinate manual payments for certain dues, tickets, donations, and client-related events as requested.

Employee, Event, and Team Support

Assist with employee inventory needs and office-related requests.

Organize monthly staff lunches.

Support staff events two to three times per year, or more frequently as needed.

Assist with certain events for leadership, such as board meetings, club reservations, or related logistics.

Register employees for continuing education courses as needed.

Support weekly social media coordination or posting, as assigned.

What We’re Looking For

The ideal candidate is someone who is practical, organized, and comfortable owning both administrative work and physical office coordination. You should enjoy solving small problems before they become big ones, keeping systems tidy, and being the person others can rely on.

Qualifications

Prior experience in office administration, operations, facilities coordination, executive support, or a similar administrative role.

Strong organizational skills and excellent attention to detail.

Comfort with basic finance administration, including bills, expenses, payments, and logs.

Strong written and verbal communication skills.

Ability to manage recurring tasks while responding to as-needed requests.

Comfort working independently and following through without heavy supervision.

Ability to be in the office regularly for mail, facilities, deliveries, inspections, vendor visits, and office projects.

Familiarity with tools such as QuickBooks, Bill.com, spreadsheets, Microsoft Office, or similar platforms is helpful.

In-Office Requirements

This is a hybrid-adjacent role, but many responsibilities require physical presence in the office. Regular in-office availability is required for mail handling, check logging, deliveries, supply management, vendor coordination, inspections, office organization, and facilities-related projects.