Administrative Coordinator

ARCH Finance \& Operations Administrative Coordinator Position Description Position Overview * Reports to: ARCH Board of Directors * Classification: Independent Contractor (1099\) * Hours: Approximately 10–15 hours per week; minimum two days per week * Location: Athens / ARCH Village; periodic on\-site presence required; remote work otherwise acceptable * Compensation: Hourly rate commensurate with experience; monthly phone stipend of $25; target annual budget up to $20,000 * Performance Reviews: 30\-day, 90\-day, and annual check\-ins with the ARCH Board chairs Position Summary The Finance \& Operations Administrative Coordinator provides essential administrative and financial support to ARCH, ensuring accurate bookkeeping, timely payments, and strong documentation across shared facilities and partner agencies. This role supports the Board by improving clarity, accountability, and compliance in financial and operational systems—particularly within a multi\-agency, shared\-campus environment. This position is intentionally scoped at 10–15 hours per week to establish organizational stability. Hours and responsibilities may expand over time as capacity is assessed. Responsibilities 1\. Financial \& Bookkeeping * Maintain financial records in QuickBooks (Simple Start or equivalent) * Manage accounts payable and receivable, including invoice tracking and payment scheduling * Code and allocate expenses accurately across ARCH funding categories (e.g., CAM, capital/compliance, agency\-paid) * Process and track invoices, reimbursements, and payments in accordance with ARCH\-specific cost policies * Maintain vendor records, invoices, contracts, and W\-9s * Track approvals and flag delayed or missing authorizations * Prepare concise monthly financial summaries for Board review * Support external bookkeeper or accountant as needed * Manage own payroll as a 1099 independent contractor; responsible for personal tax compliance 2\. Compliance \& Recordkeeping * Maintain compliance with all organizational obligations, including insurance policies and IRS Form 990 preparation support * Coordinate and track annual fire safety inspections and elevator maintenance * Maintain certificates of insurance for all independent contractors (including cleaning service, lawn maintenance, and building repair vendors) * Maintain a log of major repairs, inspections, and capital improvements * Assist with documentation for audits, insurance applications, and regulatory compliance * Support implementation of basic internal controls (purchase approvals, two\-party check handling) 3\. Administrative \& Board Support * Attend ARCH board meetings and maintain meeting minutes * Manage email correspondence on behalf of ARCH * Maintain organized digital filing systems for contracts, leases, inspections, and insurance documents * Track renewal dates for insurance, service contracts, inspections, and compliance items * Support preparation of agendas, meeting materials, and mi