Office Coordinator

About The Red Barn

The Red Barn is a nonprofit organization dedicated to transforming lives through equine-assisted programs. We serve children, veterans, and families by providing educational, therapeutic, and personal growth opportunities in a safe, caring environment. Every member of our team plays an important role in helping us fulfill our mission.

We're looking for a highly organized, detail-oriented Office Coordinator who enjoys creating order, solving problems, and supporting a mission-driven team. This position is ideal for someone who loves variety in their work, takes initiative, and enjoys helping both coworkers and the community.

Position Summary

The Office Coordinator serves as the organizational hub of The Red Barn, ensuring the smooth operation of daily office functions while providing critical administrative support for development, fundraising, and organizational operations.

This position is split between administrative operations and development support, requiring excellent organizational skills, strong communication abilities, attention to detail, and the ability to manage multiple priorities in a fast-paced nonprofit environment.

Minimum Qualifications

● Ability to pass a criminal background check and DHR child abuse and neglect check

● Valid driver’s license

● Proven planning and organizational skills

● Ability to pass Office Suite proficiency test

● Strong written and oral communication skills

● Ability to accurately record work steps and cross train other staff members on all areas of responsibility

● Two years experience in a professional office setting

● One year of experience administering Salesforce or equivalent customer relationship management database

● Ability to understand and adhere to all safety precautions relevant to the position and property

Preferred Qualifications:

● Bachelor’s degree

● Experience troubleshooting basic computer and electronic difficulties

● Experience performing basic computer cleaning and maintenance, including routine data backup

● Excellent interpersonal skills with an ability to compassionately interact with individuals from varied backgrounds

● Demonstrated ability to oversee and collaborate with team members

● Ability to work independently

● Detail oriented

● Excellent organizational skills

● Strong time-management skills

● Ability to prioritize and respond to changing situations, remaining flexible in a fast-paced work environment

● Strong team player

● Self-motivated, creative, and committed

● Professional conduct, conversation, and attire for assigned duties

● Gives and receives feedback in a way that is beneficial to self and others

Administrative Operations (50%)

• Front Desk & Inquiries: Serve as the first point of contact for visitors, phone calls, and general email inquiries. Cross-train and provide backup for Program Coordinator in communicating with participants, parents, and volunteers.
• Workspace & Daily Management: Coordinates daily office management activities. Order office and program supplies; manage relationships with vendors (cleaning, IT, phone, maintenance), work with Campus Operations Director to ensure that houses on the facility grounds are clean and in functional order. Maintains inventory of computers, printers, and other IT-related equipment.
• Administrative Support & Confidentiality: Researches, compiles, and prepares confidential and sensitive documents. Maintain physical and digital filing systems; coordinate staff meetings and record minutes. Maintains schedule for facilities usage, ensuring spaces are prepared for meetings and groups. Maintain a record of historical documentation including Board and Committee minutes. Provide backup for updating weekly program, volunteer, and participant schedule.
• Human Resources Assistance: Assists executive director with newly hired employees and interns, collecting and processing required forms, running background checks, reviewing company policies and employee handbook, and overseeing the onboarding process.
• Financial Admin & Analysis: Assist in general financial management and analysis. Act as liaison with bookkeeper, maintaining files for paid invoices and providing information necessary to maintain accurate financial records. Maintain vendor records (e.g., w-9 forms and COIs).

Development & PR Support (50%)

• Donor Database Management & Salesforce Administration: Enter donations into the CRM (Salesforce), maintains database for integrity and accuracy, and pull reports for the Development Director. Manages Salesforce security including roles, profiles, sharing rules, and workflows. Builds custom reports, dashboards, and workflows as requested by other managers. Evaluates new releases of Salesforce and provides updates on how changes will apply to all affected departments/users.
• Grants: Maintain grants calendar (including LOI, application, and report deadlines), ensuring current contact information, maintain grant records.
• Gift Acknowledgment & Year-End Reporting: Prepares year-end donor statements. Generate and mail donor thank-you letters and tax receipts within 48 hours of gift receipt.
• Event Logistics: Provide administrative support for fundraising events (e.g., tracking RSVPs, managing check-in, coordinating with caterers).
• Prospect Research: Conduct preliminary research on potential individual and corporate donors.
• Appeals & Mailings: Under the leadership of the Development Director, coordinate the logistics of direct mail campaigns and digital newsletters.
• Social Media: Maintain library of information ready for social media posting. Oversee the management of social media accounts.

Other Duties as Assigned