Operations and Donor Engagement Coordinator

Operations and Donor Engagement Coordinator

AGENCY OVERVIEW

Room at the Inn is a shelter for families who are experiencing homelessness, located in Bridgeton, MO. Our purpose is to help our client families get into a home of their own and equip them with the tools needed to achieve success in long-term permanent housing. Room at the Inn operates on 24 hours, 7 days per week schedule every day of the year.

We are a small organization, and all staff are expected to assist one another as required.

Shelter with a Purpose. Families with a Future.

POSITION SUMMARY

This is a full-time position that reports to the Executive Director and has a strong working relationship with the Manager of Finance and Administration and the Development Coordinator. The position is eligible for a benefits package that includes health coverage and a matched 403b plan.

The Operations and Donor Engagement Coordinator manages the office operations of Room at the Inn and is administrative support to the Executive Director. With a small staff, the Operations and Donor Engagement Coordinator is responsible for a variety of tasks and support functions for the Executive Director as well as the entire professional team. This includes supporting the Manager-Finance and Administration with accounting, operational, and human resources responsibilities; assisting the Volunteer Coordinator with activities for clients and staff; functioning as the main donor database manager and working closely with the Development Coordinator; assisting the programs team as needed; and supporting agency special events.

The ideal candidate is a personable team player who can multi-task within a busy office environment and maintain strong attention to detail. This position is on-site at the agency office in Bridgeton. Independence, initiative, and problem-solving are key characteristics for this position. The position requires flexibility as to work schedule and job duties assigned.

DUTIES AND RESPONSIBILITIES

Operations Duties

· Point person for all agency operations such as:

o Answering incoming calls

o Welcoming clients, agency visitors, and volunteers into the building

o Accepting donations, completing donation acknowledgement, and organizing/storing donations

o Safeguard all cash and cash equivalent donations until deposited to bank

o Ordering and receiving supplies

o Managing storage needs for clients

o Receiving and distributing daily mail

· Maintains strict confidentiality of all client families, donors, financial, and personnel information in accordance with organizational policies and ethical standards.

· Work with Manager-Finance and Administration to schedule repairs on office equipment, furniture, and appliances.

· Maintain inventory records of agency equipment and furniture.

· Manage set-up and take down of any training activities for agency staff or clients, including room organization, technology support, food and other supplies

Information/Technology/Database Duties

· Assist Manager-Finance and Administration with maintenance and repair of IT systems’ hardware and software, including phone and security systems.

· Ensure security cameras are operational and functioning appropriately, including managing recorded video needed for staff review.

· Support staff with video conferencing and other needs for meetings/trainings, etc.

Donor Support

· Enter all donations into donor database within 24 hours of receipt.

· Prepare and send donation acknowledgments within 48 hours of receipt.

· Support donors with any administrative or documentation needs.

· Assist in preparation of any annual tax letters for donors.

· Manage collection and submission of tax credit forms between donors and state of Missouri.

· Run donor credit card reports bi-weekly and enter into accounting system.

· Follow Donor Database Policy and Procedures

Accounting Support

· Enter all invoices received into accounting system, with appropriate general ledger coding.

· Support Manager-Finance and Administration with agency credit card reconciliation and coding.

· Prepare all vendor invoices, present to ED for signature, and mail payments timely.

· Ensure funds received are deposited timely.

· Provide support for annual financial audit.

· Follow Financial Controls Policy and Procedures.

Fundraising

· Contribute to agency operations and fundraising and work directly with other departments to ensure agency success.

· Assist Development Committee, Executive Director, and Volunteer Coordinator with special events planning and execution.

· Manage fundraising appeals, such as Spring Appeal, Year End Appeal, Capital Campaign, and special appeals.

· Work with Executive Director and outside contractor/volunteer for creation of newsletter and annual report.

Other duties as assigned

MINIMUM QUALIFICATIONS

· Enthusiasm for the mission of Room at the Inn

· Associate’s degree required, Bachelor’s degree preferred, with experience in office management and administrative coordination/support

· Experience with administrative duties, including software and database management

· Proficient in Microsoft Office Suite and Google applications

· Understanding of accounting systems and databases

· Willingness and excitement for learning

· Accepting of persons of all faith backgrounds and life experiences

· Professionalism with colleagues and the public

· Problem-solver, initiator, organized, and detail-oriented

· Able to prioritize and multi-task under pressure

Salary range is $35,000 to $42,000 based on experience.

Send resume and cover letter to lcamposano@roomstl.org.

Updated May 2026.

Pay: $35,000.00 - $42,000.00 per year

Benefits:

• 403(b) matching
• Dental insurance
• Health insurance
• Paid time off

Education:

• Associate (Required)

Experience:

• QuickBooks: 2 years (Required)
• Operations: 1 year (Preferred)
• Donor Relations : 1 year (Preferred)

Work Location: In person