National Business Administration Coordinator

Reporting to the National Director of Business Administration & Finance, the National Business Administration Coordinator (NBAC) is the point of contact for internal and external stakeholders on various areas of administrative, accounting services and special projects. Facilitate meetings, contribute to planning and decision making, coordinate resources. Assist in evaluating procedures and projects with the ultimate goal of improving top and bottom-line results and employee well-being. Collaborate with other departments to support organization strategic objectives.

Accounting and Expense Reimbursement Functions

• Process accounts payable through the accounting system based on policy, procedures, and standard operating protocol
• Review expense reimbursement reconciliations to ensure accuracy and compliance
• Ensure expense disbursements are in accordance with policy and supported by adequate documentation and approvals
• Enter account coding ensuring accurate tracking and allocation of expenses
• Follow up with internal and external stakeholders concerning documentation required to process various transactions
• Highlight areas of concern, opportunities to enhance operational efficiencies and trends
• Observe, evaluate, and recommend best practices relating to processing invoices and expenses based on policy and operating protocol
• Assist with the budget planning, preparation and finalization of budgets and fiscal year end processes
• Understand the Salvation Army policies, procedures, and protocols to ensure invoices and expenditure are appropriate and accurate
• Bring forward deviations to the attention of the National Business Administration Manager

Operations Administration

• Support departments by providing guidance on accounts payable, expense reimbursement and administrative procedures, policies, protocols
• Update and maintain standardized work processes and Playbooks enhancing operational efficiencies
• Assist and maintain specific performance improvement initiatives and cost savings opportunities
• Provide clarification and assistance to various levels of management on matters of accounts payable policies and quality control
• Assist with various tasks as assigned

Stakeholder Relations (Internal and External)

• Create and encourage a client focused environment
• Demonstrate work methods to new employees
• Collaborate, provide direction and check results within the Business Administration and Finance Department
• Work as part of a team in conducting operational and accounting reviews on behalf of the department
• Complete credit applications, in collaboration with management
• Maintain vendor records and respond to inquiries

Communication and Administration

• Administer internal and external communications (written/verbal)
• Schedule and organize meetings
• Act as the point of contact and communicate any operational issues, concerns, and project status to all participants
• Support departments as needed and assist with various tasks as assigned

LEADERSHIP AND CRITICAL RELATIONSHIP MANAGEMENT:

Internal:

• National Business Administration Manager
• National Director of Business Administration and Finance
• Business Administration Team
• Distribution Manager and Supervisors
• Retail Store Managers and store teams
• Other Managers within NRO (Property, Distribution, Employee Relations, Donations)

External:

• Vendors
• Guests/Donors

MANAGERIAL/Technical Leadership RESPONSIBILITY

• This position has no direct reports but does give technical advice and guidance to District Managers, Store Managers, Distribution Managers, Property Managers, and other colleagues within administration roles
• Involved in the development of the policies, procedures and organizational standards that will govern the other individuals who will directly be responsible for managing these materials
• No managerial responsibility
• Technical lead for various internal systems

FINANCIAL AND MATERIALS MANAGEMENT:

• Handle credit card with $4000 limit
• Responsibilities for the use and safekeeping of materials and equipment in accordance with established guidelines
• Improve top and bottom-line results

WORKING CONDITIONS:

• Be willing to work flexible hours to meet business requirements and community involvement
• Working environment is typically in the office and remote work
• Occasional travel is associated with this position

• Bachelor’s Degree or College Diploma in Business Administration or Accounting or equivalent combination of education and experience
• Highly proficient in MS Office applications, especially Excel
• 2 plus years prior related experience in accounting or administration
• Demonstrated experience working with accounting systems processing invoices and expense reimbursements
• Experience with accounting or expense management systems (Business World/TEM)
• Eager to apply knowledge of administrative and accounting principles
• Well-developed organizational and time management skills
• Superior interpersonal, written and verbal communication skills including technical and administrative
• Strong sense of integrity with professional ethics and a balanced sense of fairness and flexibility
• Demonstrated capability and credibility in communicating in a diplomatic and tactful manner
• Respect and understanding of The Salvation Army – its mission, culture, and values
• Results-oriented, self-motivated and disciplined self-starter
• Advanced knowledge of MS Office applications; advanced skills in Excel, including creating spreadsheets, complex formulas, pivot tables, etc.
• Collaborative with an ability to work with a variety of personalities and able to work cross-functionally with various stakeholders and contributes to the organization’s dynamics and builds up the communities we serve
• Seek common ground in navigating challenging issues and constructively manage conflict to create win-win solutions wherever possible
• Excellent organizational, time management and resource management skills to ensure ongoing follow up and timely completion of projects/tasks
• Maintain a high level of accuracy and attention to detail
• Proactively recognize potential risks and issues, and respond with solutions that engage others in implementing change
• Agile and open to changing directions, adopting new practices or learning new skills and techniques
• Clear and concise communicator who is socially-savvy, empathetic and aware of interpersonal dynamics
• Establish credibility quickly within the organization as a trusted advisor