Administrative Coordinator

Position description

Zero Foodprint is a nonprofit organization mobilizing local food economies to restore the climate. We believe that by regenerating soil, local food systems can play a critical role in reversing the global climate crisis. We work with food and beverage businesses, philanthropy and government to bring the next dollar to implement the next regenerative practice on the next acre. And we know that this regenerative economy benefits every person who grows food, every person who sells food, and every person on this planet who eats food.

Zero Foodprint was named the #1 Most Innovative Company in Agriculture by Fast Company, and was awarded the James Beard Foundation’s Humanitarian of the Year in 2020.

Position Summary:

The Administrative Coordinator will support Zero Foodprint’s Operations team by maintaining the recurring workflows, administrative processes, and coordination infrastructure that keep the organization running smoothly. This role sits within the Operations team and reports to the Senior Operations & Finance Manager.

The Administrative Coordinator is responsible for executing and following through on administrative tasks across the full range of organizational operations—from donor coordination to financial recordkeeping, compliance tracking, HR logistics, systems maintenance, and programmatic support. This is not a passive support role—it is an active operational position focused on ensuring accuracy, timeliness, and follow-through across a broad set of organizational functions.

This position requires a highly organized and dynamic individual, with proven project management experience, a strong background in executing complex administrative tasks. This position requires strong computer skills, time management skills and the ability to multitask.

Essential Responsibilities:

• Organizational & Board Administration
  • Manage organizational mailbox and phone inquiries, triaging routine communications and escalating as appropriate
  • Maintain donor and sponsor records in the CRM, process acknowledgment letters on a recurring schedule, and reconcile transactions across giving platforms
  • Support quarterly board meetings, including scheduling, logistics, materials preparation, minutes, and follow-up archiving
  • Maintain records, including Conflict of Interest tracking, membership and term status, and retreat coordination as needed
  • Track new project intake and notify relevant staff when contracts are ready for review
• HR & People Operations
  • Administer routine HR platform tasks in Justworks, including document management, time-off tracking, and recordkeeping
  • Support the annual HR cycle, including performance review scheduling, benefits enrollment coordination
  • Facilitate travel, mileage, and other reimbursement submissions
• Systems & Records Management
  • Maintain organizational systems and subscriptions, including license renewals, access management, and cost tracking across platforms
  • Keep systems SOPs current, execute periodic audits, and coordinate equipment procurement and inventory
  • Distribute policy updates, track staff acknowledgments, and support scheduling of internal training sessions
• Financial & Compliance Administration
  • Support monthly financial operations, including reconciliation assistance, invoice processing, accounts receivable tracking, and payment processor monitoring
  • Assist with annual audit and tax filing preparation by gathering documents, tracking submission deadlines, and archiving completed packages
  • Maintain compliance records across the organization, including W-9s, team licenses and insurance, state notices, and DocuSign contract filing
  • Track and initiate renewal workflows for state registrations, business licenses, and annual insurance renewals
  • Support vendor and donor onboarding documentation and maintain the organization’s nonprofit profiles on charity rating platforms

Experience, Knowledge, and Skills

• General knowledge of one of the following areas: nonprofit administration, project management, and/or proven ability to adapt your skillset to a new content area.
• Excellent writing, editing, and proofreading skills.
• Excellent organizational, problem-solving, and interpersonal communication skills.
• Strong organizational skills and demonstrated ability to manage multiple recurring workflows simultaneously, follow through on complex administrative tasks, and maintain accuracy under competing deadlines.
• Experience providing administrative or operational support in a nonprofit or mission-driven organizational setting.
• Comfort working in spreadsheets, shared drives, project management tools, and financial systems; ability to maintain records, track data, and identify discrepancies.
• Proficiency with or ability to quickly learn platforms including Monday.com, Zapier, Google Workspace, Microsoft 365, and comfortable with incorporating new technologies within systems
• Ability to handle sensitive and confidential information with discretion.
• Self-directed and reliable; able to manage recurring responsibilities independently and flag issues proactively.

Physical Requirements:

Zero Foodprint is committed to creating an inclusive environment, including providing reasonable accommodations to allow all employees to thrive in their role.

Essential functions of this role include:

Extensive use of computers and cellphones.

Application instructions

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