Operations & Administration Coordinator

Operations & Administration Coordinator

Location: Seattle, WA and San Francisco, CA

Reports To: Senior Director, Business Systems

Department: Strategy & Operations

Type: Full Time, Hybrid (two days in-office)

CCS is unable to sponsor work visas for this position, including H-1B. Candidates must be authorized to work in the U.S. without current or future visa sponsorship.

Who We Are

CCS Fundraising is an international strategic fundraising firm that partners with nonprofits for transformational change. Since 1947, CCS has empowered many of the world’s greatest organizations across sectors to advance some of the most important causes in history. We plan, manage, and implement programs and initiatives that achieve fundraising goals and mission impact.

CCS provides tailored support to more than 700 nonprofit organizations annually. Headquartered in New York, the firm has over 600 professionals and 18 offices throughout the United States and Europe. Our people are our greatest strength. At CCS, you will join a diverse team of smart, passionate, and resourceful professionals who are driven by purpose and committed to performance.

Understanding the Role

We are seeking an Operations & Administration Coordinator who supports data integrity, financial tracking, and compliance across CCS’s regional systems and tools. This role ensures accurate lead and contract data entry, supports financial and operational reporting, and helps streamline the use of shared systems such as HubSpot, NetSuite, and Navan. The Systems Coordinator plays a key role in advancing CCS’s new CRM adoption and ensuring consistency and reliability across the firm’s platforms.

Responsibilities

Systems & Data Management

• Manage accurate data entry and updates across HubSpot, NetSuite, Monday.com, and other key systems.
• Support HubSpot adoption and ensure best practices for lead tracking, opportunity management, and data hygiene.
• Conduct weekly lead and pipeline reviews; reconcile data across systems.
• Build and maintain dashboards and reports to support leadership visibility into key metrics.

Contract & Project Tracking

• Maintain regional contract and project trackers; ensure timely entry and documentation.
• Support contract creation, tracking, and close-out in collaboration with executives and Corporate Legal.
• Track contract approvals, signatures, and renewals; manage filing in SharePoint.
• Input project and resource tracking in NetSuite; oversee project close-out steps.

Financial & Expense Coordination

• Review billable expenses, invoices, and reimbursements for accuracy and compliance.
• Partner with executives and Corporate Finance to review and create plans for aged receivables.
• Support Navan administration and expense recoup processes, ensuring accurate billing and coding.
• Support reporting for non-compensation budgets.

Compliance & Reporting

• Conduct quality checks on data entries (HubSpot, NetSuite, Monday.com).
• Support tracking and follow-up for time entry, project close-outs, and survey compliance.
• Run and share regular status reports, ensuring visibility into outstanding items.

Cross-Team Collaboration & Support

• Partner with the Proposal, Marketing, and Business Development teams to align system data and reporting.
• Provide ad hoc reporting and systems support to regional and corporate partners.
• Identify process improvements that increase accuracy, efficiency, and consistency across systems.
• Uphold CCS standards of professionalism, confidentiality, and attention to detail.

Office Operations & Coordination

• Contribute to daily office operations to ensure spaces are professional, organized, and client-ready.
• Manage and oversee meeting logistics such as catering, printing, and guest coordination as needed.
• Serve as a point of contact for office-related needs in partnership with the Executive Partnership Team.

Qualifications

• 3+ years’ experience in data entry, data management, systems administration, or operations support.
• Experience with NetSuite, HubSpot, or other constituent management system.
• Proficiency with Microsoft Excel and comfort working with other data or workflow tools.
• Experience with Navan, Concur, or other expense platform a plus.
• Strong attention to detail, time management, and organization skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Solid critical thinking and problem-solving skills.
• Solutions-oriented mindset, with the ability to troubleshoot and leverage appropriate resources to find the right solution.

CCS offers competitive benefits, a dynamic training program, resources, career advancement, mentoring, and networking opportunities. We are an Equal Opportunity Employer and strongly encourage a diverse pool of candidates to apply.

Key skills/competency

• Operations & Administration Coordinator
• Data Entry
• Data Management
• Systems Administration
• Operations Support
• HubSpot
• NetSuite
• Microsoft Excel
• Financial Tracking
• Compliance