Administrative Coordinator

1 Sealaska Plaza
Job ID


In conjunction with the Spruce Root, Inc. team, the Administrative Coordinator is responsible for supporting the continued growth of Spruce Root, Inc. a Community Development Financial Institution (CDFI) based in Southeast Alaska. Spruce Root, Inc. provides financing and technical assistance to small business owners in Southeast Alaska. The main role of the Administrative Coordinator is to provide a full range of administrative support for the ongoing programs of the organization.


Essential Responsibilities:

  • Management of loan portfolio including: tracking and recording client payments, managing reporting for each loan, tracking metrics for each loan, client interface, and updating the CDFI dashboard
  • Monitor and track loan portfolio, loan loss reserve, and mission metrics on a quarterly basis
  • Coordinate travel for the Spruce Root team
  • Provide primary administrative support for all programs and program managers with the goal of improving efficiency, including coordination and scheduling of meetings
  • Maintain official electronic and hardcopy files of pertinent organizational documents
  • Coordinate consistent financial reporting with accountants for monthly distribution
  • Maintain common areas/displays/meeting rooms for clients, partners, and public
  • Proactively identify methods of reducing daily administrative costs of office operations
  • Administrator cost efficient online banking, p-card system, and statement management
  • Maintain loan pipeline and regional economic database
  • Provide grant writing duties and/or support as needed to offset G&A expenses
  • Support Executive Director with HR needs as directed
  • Coordinate payroll and ancillary accounting support as necessary
  • Provide support for and coordinate Board and Loan Committee Meetings
  • Maintain pertinent filings and registrations with agencies and other regulatory/membership entities to ensure organization is current
  • Maintain 501 (c) (3) status with IRS and sales tax exemptions where possible
  • Coordinate Necessary Tax Information Dissemination for Borrowers and Vendors following organization’s standard operating procedures
  • Coordinate necessary reporting for Funder's/Tax Returns
  • Fully understand adherence to CDFI and regulatory reporting requirements
  • Manage reporting calendar dates and deadlines and assure all reports are submitted on-time

Non-Essential Responsibilities

  • Assist team with generating loan leads, funding and grant research
  • Maintain and build relationships with key vendors & partners
  • Serve as a primary interface and coordinator with individuals and businesses for our products/services
  • Support efforts in rural community and economic development
  • Provide marketing and outreach support
  • Assist with budget preparation and reporting


Training and Education:

  • Associate’s degree in Business related field or equivalent work experience in Administrative Field
  • Training in office administration, grant writing and non-profit administration support

Additional Skills:

  • Experience with administrative support
  • Experience with grant writing
  • Experience or training in working with small business owners and entrepreneurs

Additional Requirements:

Position is subject to satisfactory completion of a background check, and reference check. A valid driver’s license is also required for this position. Physical Demands and Work Environment: The physical and work environment characteristics 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.

  • Physical demands:​ While performing the duties of this job, the employee is required to walk, use hands to finger, handle objects, tools, or controls; reach with hands and arms; balance; stoop; bending or crouching; talk or hear. The employee must be able to lift/carry and/or move up to 30 pounds safely. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
  • Work Environment:​ While performing the duties of this job, the employee is exposed to weather conditions and other elements prevalent at the time. The noise level in the work environment is usually minimal. This job requires regular travel in commercial planes, AMHS ferries, float planes, and twin engine planes.

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