Operations and Finance Coordinator

The Operations & Finance Coordinator supports the internal systems that keep Cooking with Kids' programs running smoothly across 33 schools serving more than 8,000 students each year, while also supporting our growing fundraising and partnership efforts. By coordinating day-to-day financial processes, office operations, event logistics, and grant and contract documentation, this role helps maintain organization, consistency, and strong financial practices.Working closely with the Executive Director, external CPA team, and Development Director, the Coordinator supports expense processing, accounts payable and receivable, payroll coordination, and recordkeeping. The role helps keep financial and administrative records organized and up to date to support accurate reporting to funders and partners.Through reliable coordination and attention to detail, this role provides essential support across the organization, helping ensure our team can focus on delivering high-quality, hands-on food education for kids and families in our communities.What you will Lead and SupportFinance & Grants Administration (45%)Supports strong fiscal stewardship, accurate reporting, and compliance in coordination with the Executive Director (who oversees financial management) and the external CPA teamPrepare bi-weekly financial packets for review with the Executive Director and CPA team, including organizing credit card receipts, reimbursement documentation, and recurring invoicesProcess accounts payable and receivable, including vendor payments, reimbursement requests, and bank depositsSupport data hygiene accuracy with donor and payment information; reconcile contribution records; and prepare timely financial reports for external CPA review and audit compliance.Track petty cash and prepare deposits as neededSupport invoice preparation and tracking for school districts and partnersTrack grant budgets and restricted funds in coordination with program leadsSupport the Executive Director to maintain orderly records of grant agreements, MOUs (including school district agreements), contracts, and purchase ordersMonitor and maintain a deadline calendar for financial reporting, grant reports, audits, and compliance requirementsCompile financial documentation for grant reports and funder invoicingOperations and HR Support (30%)Ensures internal systems, logistics, and infrastructure run efficiently and reliably across the organization.Oversee daily office operations, including mail management, vendor coordination, coordination with janitorial and IT service providers, and office supply orderingUpdate organizational Airtable systems, particularly for staff hours reporting and grants/contract tracking, and provide some support to the program and development team for database and systems maintenance, review, etc.Manage staff and Board user access to organizational systems (Google Workspace, Airtable, CRM, Board portal)Coordinate recruitment for employees and consultants, including posting positions, partnering with hiring managers to review resumes and screen candidates, and arranging interviews and required documentation.Maintain organized digital and physical filing systems, ensuring consistent structure and documentation standards (with shared staff responsibility for content accuracy)Coordinate annual equipment inventory and maintain IT documentationMaintain trademark records, organizational licenses, and required registrationsEnsure core documentation (business licenses, certificates of insurance, tax documents, etc.) is current and accessible, in coordination with the Executive DirectorHelp maintain Board and committee membership data and recordsDevelopment, Events & Organizational Support (25%)Provides logistical and financial coordination for key events and cross-organizational initiatives.Support event budgeting and expense trackingCoordinate vendor payments and maintain event-related financial documentationAssist with organizing materials and supplies for fundraising initiativesSupport the Program Team in arranging staff meals for educator trainings & ED and development in food for committee and board meetingsProvide administrative support for special projects as neededWork Rhythm & CompensationCompensation & BenefitsThe starting salary range for this position is $21 to $25 hourly, commensurate with experience and qualifications. Cooking with Kids offers flexible scheduling, paid sick leave, and a generous holiday calendar in support of staff well-being and sustainable work practices.The Strengths You BringThis position is ideal for a professional who is interested in being a key member of a mission-oriented team and that is:Highly organized and systems-orientedTrustworthy and discreet with confidential informationCalm, proactive, and solutions-focusedCommitted to strong financial stewardshipEnergized by supporting mission-driven, community-based workRequired SkillsDemonstrated ability to manage multiple priorities and meet deadlinesStrong written and verbal communication skillsCollaborative mindset and comfort working across teamsProficiency in Microsoft Excel and Google WorkspaceComfort coordinating with CPA teams and preparing audit-ready documentationAbility to maintain organized digital and financial recordsStrong organizational and project management skills, with the ability to manage multiple priorities simultaneously.Sound judgment and discretion in handling sensitive information, including employee and financial matters.Education & Experience4-6+ years of relevant professional experience in nonprofit operations, finance, or administrative coordinationDemonstrated experience managing financial processes, including accounts payable/receivable, reconciliation, and documentation for reporting or audit purposesExperience working in a small or mid-sized organization with cross-functional responsibilities strongly preferredExperience supporting grant tracking, contract management, or compliance processes preferredExperience with Airtable and/or CRM systems (e.g., Bloomerang, BoardSpot) preferredA bachelor's degree is a plus, but not required; relevant experience and demonstrated capability are valued mostPhysical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee will regularly sit, walk, and stand, as well as lift 25 - 40 pound boxes