Administration Coordinator

TITLE: Administration Coordinator

LOCATION: Brooklyn, NY Office - Hybrid

EMPLOYMENT TYPE: Part-time employee, 20 - 25 hours a week

FLSA Classification: Non-Exempt employee 

START DATE: Tentative August 1, 2024. Applications deadline July 21, 2024. 

DEPARTMENT: Finance and Administration

SUPERVISING MANAGER: Finance and Administration Senior Manager 

DIRECT REPORTS: N/A 

About the Position

We are seeking a highly organized and proactive person to join our team. The ideal candidate will be responsible for supporting the daily operations of the organization, ensuring smooth and efficient processes across all departments. This role requires a detail-oriented individual with excellent communication skills and the ability to manage multiple tasks simultaneously. Fluency in both English and Spanish is required.

About Rainforest Foundation US

For over 30 years, Rainforest Foundation US (RFUS) has worked to address climate change and safeguard biodiversity by promoting the rights of indigenous peoples and supporting their efforts to protect and defend their rainforests. Science shows that forests managed by indigenous peoples are healthier, suffer less deforestation, capture more carbon, and contain more biodiversity than forests managed by private or public entities--including nationally protected areas. What’s more, scientists tell us that protecting forests is as important as reducing greenhouse emissions if we hope to stem the tide of ecological collapse.

RFUS works in partnership with indigenous communities and their representative organizations to protect tropical rainforests by supporting their efforts to secure rights to their lands, strengthen monitoring and land security, influence laws and policies that protect their resources, and build strong and sustainable community leadership. By investing directly in indigenous communities, RFUS connects the people rooted in the land with the tools, training, and resources to be effective advocates and protectors of the forests they call home. RFUS currently operates four country programs in Brazil, Guyana, Panama, and Peru, and hosts a number of regional partnerships in Central America, the Amazon Basin, and internationally with the Global Alliance of Territorial Communities.

Main responsibilities include but are not limited to:

General Administrative Support

• Negotiating with providers in Perú and the USA, such as companies' liability insurance, travel insurance, and property insurance.

• Support the Finance and Administration Senior Manager in selecting, negotiating, and contracting vendors (e.g., IT, insurance, HR and Finance software, Program events venues, etc.) AND independent contractors (consultants) following the IRS rules for independent contractors.

• Manage vendor agreements and coordination to administer and troubleshoot organizational operational systems, services, and subscriptions.

• Manage all onboarding admin requests -email, computer, office equipment, IT support, office space.

• Assist as needed in scheduling staff and management meetings, meeting documentation and follow-up.

• Take notes as needed during internal meetings and support follow-up.

• Serve as the first point of contact for the organization, fielding general organizational inquiries via phone, email, and physical mail.

• Serve as the point person for staff for solving administrative issues.

• Perform day-to-day administrative tasks and manage longer-term projects.

Organizational Policies, Procedures, and Risk Support

• Support the development and implementation of organizational policies and procedures.

• Ensure policies and procedures are available to all staff and new staff upon onboarding, and consultants when needed.

• Manage organizational documentation protocols and systems in digital format (Google Drive) and in hard copy to ensure retention and availability of institutional knowledge.

• Develop or coordinate safety and security protocols when traveling to the field and coordinate the RFUS Perú Workplace Safety Committee.

• Manage and oversee procurement policy compliance.

Apps and IT Management

• Ensure all digital apps, tools, and IT solutions are cost-effective and fit for purpose.

• Responsible for the centralized acquisition process for all IT equipment.

• Facilitate coordination with outsourced IT services to ensure smooth operation.

• Coordinate visits from outsourced IT service providers to service the server, printers, computers, when issues arise.

• Coordinate the digitalization and organization of physical files.

Office Management

• Manage NYC physical office space, utilities, services, and spatial planning, including coordination with building management for facilities maintenance as needed.

• Order office and pantry supplies (cleaning, coffee, paper, toner, etc.).

• Manage and organize mail (from PO Box and office) and sending of mail.

• Deposit checks and share with finance and fundraising teams.

• Coordinate the cleaning of the office.

• Coordinate any issues/requests with the building.

• Coordinate the sublease of office space.

• Manage asset inventory.

Travel and Event Planning 

• In coordination with the Program Administration Coordinator, assist with travel planning and event logistics, supporting engagement with travel agencies as needed, such as for staff retreats and other staff or Board engagements.

• Support logistics during events in NY (e.g., Climate Week).

• Oversee effective implementation of the organization’s travel policy.

And any other duties as assigned or needed to help drive to our Vision, fulfill our Mission, and abide by our Organization’s Values.

 Requirements

• Fluency in English and Spanish required

• Experience in non-profit operations and administration or project management in similar positions

• Demonstrated proficiency in executing the primary responsibilities outlined, including technological expertise and being tech-savvy

• Ability to effectively coordinate stakeholders for policy development and implementation

• Proficiency in organizing logistics and managing travel arrangements

• Possess highly developed interpersonal skills and proven track record of constructive collaboration across teams to manage multiple priorities

• Strong ability to prioritize tasks and manage workload effectively

Compensation and Benefits

Compensation: It is a non- exempt, part-time position according to the FLSA. Internal job classification “Specialization B”. Compensation for this role is $28.12 per hour. 

Workplace Culture & Conditions

We are looking for a candidate based in the NYC office or a hybrid. 

At RFUS, diversity, equity, and inclusion are fundamental to fulfilling our vision of building a better workplace and a better world. From our hiring practices through the entire employee experience, we embrace and celebrate the unique experiences, perspectives, and cultural backgrounds that each employee brings to the workplace. RFUS strives to foster an environment where our employees feel respected and valued, and our team members are at the forefront of helping us promote and sustain an inclusive workplace for all.

RFUS prides itself on providing a flexible, family-friendly work environment that values work-life balance. Our offices are in a historic downtown Brooklyn neighborhood easily accessible by public transit.

Commitment to Equal Employment Opportunity

​​Rainforest Foundation US does not and shall not discriminate based on race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status in any of its activities or operations. We are committed to an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and partners. Black, indigenous, and people of color are highly encouraged to apply.

Visit: https://rainforestfoundation.org/about/join-our-team/