Finance and Operations Coordinator

About the T.J. Martell Foundation

Position Summary

Key Responsibilities

• Financial Coordination
  • Liaise with external accountants; submit invoices, receipts, and donation records
  • Manage accounts payable: track bills, ensure timely payments, maintain records
  • Coordinate deposits and reconcile income against logs; confirm proper categorization
  • Process expense reports and credit card reconciliations with correct coding
  • Review monthly reports and flag key issues or adjustments for leadership
  • Assist with annual audit and tax filings, track deliverables and deadlines
  • Support budgeting and monitor budget-to-actual performance
• Operations & Administration
  • Set up tools, logins, and access for new hires
  • Manage IT subscriptions, permissions, and systems access
  • Maintain digital files, contracts, and policy documents
  • Monitor organization mailbox and shared inbox
• Vendor, Contract, and Compliance Oversight
  • Track vendor contracts and key deliverables
  • Coordinate insurance renewals and special event permits
  • Support state filings and charitable registrations with compliance consultants
  • Ensure consistent application of internal financial policies
• Support to CEO and Board
  • Prepare materials for finance-related board meetings
  • Assist CEO in project management and implementation
  • Lead small-scale process improvements across operations

Qualifications

• Bachelor’s degree in business, finance, accounting, or related field—or equivalent experience
• 3+ years in operations, finance, or administrative roles
• Strong organizational skills and attention to detail
• Familiarity with AP/AR, audits, budgeting, and nonprofit compliance
• Proficiency in Google Workspace and Microsoft Office; experience with shared drives and project tools preferred
• Familiarity with Bill.com, expense platforms, and CRM tools a plus
• Excellent communication skills
• Comfortable working remotely and managing multiple priorities in a small team

Ideal Candidates Might Be

• Professionals who enjoy organizing systems and supporting efficient operations
• Former executive assistants ready to expand into finance and vendor coordination
• Detail-oriented team players who enjoy problem-solving and process improvement
• Mission-driven individuals who want to make an impact and to support meaningful, lifesaving work

• 2 weeks of paid vacation starting on day one
• 9 paid holidays annually (schedule shared each December)
• 3 personal days to use when life demands flexibility
• Bereavement leave and jury duty coverage—we support you during life’s big moments

• Employer contributions toward medical, dental, and vision insurance
• Short- and long-term disability coverage
• Workers' compensation and unemployment insurance provided

Kiwi Partners is an Equal Opportunity Employer. Kiwi does not unlawfully discriminate in employment opportunities or practices on the basis of actual or perceived age, race, creed, color, national origin, sex, religion, physical or mental disability, medical condition, sexual orientation, gender, gender identity, gender expression, ancestry, marital status, veteran status or other military status, legal alien status or citizenship status, genetic carrier status, genetic information, AIDS or AIDS-related complex or HIV status, being a victim of domestic violence, protected activity (i.e., filing a charge of discrimination, participating in a discrimination proceeding, or otherwise opposing prohibited discrimination),or any other characteristic protected by federal, state, or local law.