Director of Administration

Company DescriptionPortland Downtown, a 501c4 nonprofit organization, is dedicated to fostering a clean, safe, and welcoming downtown area in Portland, ME. The organization works to enhance the area's vibrancy as a hub for business, residential living, and tourism. Through collaboration and strategic initiatives, Portland Downtown plays a pivotal role in promoting the city as a dynamic and thriving community destination.Role DescriptionThis is a full-time, on-site role located in Portland, ME, for a Director of Administration. The Director of Administration will oversee financial operations, including budgeting, accounting, and reporting, ensuring fiscal accountability. The role also involves analyzing organizational data to inform decision-making and ensure alignment with strategic goals. The Director will lead operational planning, manage communications, and collaborate with internal and external stakeholders to achieve organizational objectives.Director of AdministrationPosition OverviewThe Director of Administration plays a critical leadership role in advancing the mission of Portland Downtown by ensuring organizational excellence across financial management, operations, human resources, and strategic initiatives. This position partners closely with the Executive Director, Board of Directors, and key stakeholders to support a clean, safe, and vibrant downtown district.Key ResponsibilitiesLeadership & StrategyCollaborate with the Executive Director, Board of Directors, and internal teams to guide organizational vision, strategy, and long-term sustainability.Advise leadership on financial and operational implications of staffing, contracts, programming, and procurement decisions.Serve as a liaison to the Finance Committee and City Finance Department to align reporting, funding procedures, and budget oversight.Financial Management & OversightDirect all financial operations, including budgeting, forecasting, banking, accounts payable/receivable, and oversight of receipts and disbursements.Prepare and manage annual operating budgets in partnership with executive leadership and Board/Finance Committees.Produce monthly financial statements, variance analyses, and balance sheet reconciliations to support strategic decision-making.Lead external audit preparation, ensure compliance with accounting standards, and strengthen internal financial controls.Coordinate 990 review and maintain accurate financial reporting using tools such as QuickBooks, Excel, and Google Sheets.Human Resources AdministrationOversee all HR functions, including recruitment, hiring, onboarding, employee benefits administration, payroll, and personnel record keeping.IT Management & Systems OversightOversee the organization’s technology infrastructure, including hardware, software, networks, and cloud-based systems.Manage relationships with external IT vendors and service providers, ensuring timely support and cost-effective solutions.Administer and optimize core systems (e.g., financial software, CRM, file storage, and collaboration tools) to support organizational efficiency.Provide staff support and training on technology tools and systems to enhance productivity and adoption.Operations & Facilities ManagementManage day-to-day operations, including facility maintenance, repair projects, and parking administration.Ensure procurement of supplies and operational support for the Ambassador program.Supervise and support public restroom operations, including direct oversight of bathroom attendant staff.Placemaking & Program SupportSupport the design and execution of placemaking initiatives and public realm activation projects, including art installations, pedestrian enhancements, and public programming.Support district events and activations by managing vendor contracts, securing permits and insurance, and coordinating internal resources for festivals, markets, and seasonal programming.QualificationsProven experience in financial management, budgeting, and nonprofit or public-sector accounting.Strong leadership and organizational skills with the ability to manage multiple functional areas.Experience working with boards, committees, and external stakeholders.Knowledge of HR practices and operational management.Proficiency in financial software (e.g., QuickBooks) and data tools (Excel, Google Sheets).Experience with placemaking, community development, or downtown management organizations is a plus.ImpactThis role is essential to ensuring the financial health, operational effectiveness, and community impact of Portland Downtown, contributing to a thriving, inclusive, and dynamic urban environment.Other Duties Include:Supports website calendar updates and posting business listings to the directory section of the website (as time permits).Constant Contact subscriber maintenanceStaffs all PD board and committee meetings and other stakeholder meetings, to include advance communications, room set-up, agendas, record keeping and minutes, including follow-up as required.Provides administrative support in the planning and execution of events, both PD hosted and supported. Coordinates and staffs some events as needed. Assists marketing with production support and distribution of materials.Work requires a broad understanding of PD goals and strategic plans. Decisions include independent internal communications in support of the ED and board of directors, along with outside communications to stakeholders, city staff, and partner organizations. Problem-solving includes working with stakeholders and members of the downtown community, addressing issues that affect PD goals and objectives. In the most complex situations, decisions are elevated to the ED.Job requirements:Education:High School diploma or equivalent is requiredCollege degree or equivalent combination of education and work is preferredExperience:Previous administrative or operational experience is requiredExperience with database management, QuickBooks, and communications preferredExperience in working with nonprofit boards and committees Knowledge/Skills/Abilities:Working knowledge of QuickBooksAdvanced verbal and written communication skills requiredKnowledge of virtual meeting platforms such as Zoom and Google MeetProficiency in Microsoft Office software and Google Drive required Organizational and time management skills required, as well as the ability to multitask and shift priorities on short noticeProven interpersonal skills working in a team environmentAdvanced ability to interact with executive managementAdvanced ability to accurately compile, analyze and report on complex dataKnowledge of social media and web applications preferredWorking Environment/physical requirements: This is primarily an office job, but some level of remote work is available after a probationary period. Physical requirements include standing, sitting, bending, and lifting up to 20 pounds. Approximately 75% of the time is using a computer. Tools or equipment used to perform the position are, but not limited to, computer, printer, telephone, calculator, copy machine, computer software, and other relevant equipment.Salary: $60,000 - 65,000