Position: Operations & Admin Coordinator

This position is now closed and no longer accepting applications.

POSITION:

The Bixby Knolls Community Foundation (BKCF) is seeking an Operations & Admin Coordinator, a new, grant-funded position created to support the continued growth of both the BKCF and BKBIA during an exciting period of expansion. This role is projected to span approximately 18 months and will play a key part in strengthening internal systems, supporting daily operations, and helping build and refine processes and procedures that will shape the BKCF and BKBIA long-term.

This position is ideal for someone highly organized, detail-oriented, and adaptable, with the ability to thrive in a fast-paced, community-driven environment. As a central support role, the Coordinator will collaborate across multiple areas, including administration, finance, events, and facility operations, requiring a strong team-player mindset and a willingness to jump in where needed.

The ideal candidate is proactive, solutions-oriented, and comfortable navigating a dynamic workplace where priorities may shift, and new systems are actively being developed and improved.

BKCF supports a collaborative, empowered, and fun work culture.

Key Responsibilities:

• Financial Management Support

  • Maintains accurate financial records and reporting 

  • Manages invoices, payments, and reimbursements for Executive Director

  • Tracks expenses & budgets across programs, events, and grants

• Expo Arts Center Management 

  • Coordinates and maintains the building calendar in collaboration with tenants

  • Manages rent collection and tracking

  • Oversees rental operations, including tours, agreements, and inquiries 

• Office Management

  • Maintains a clean, organized, and functional office environment

  • Monitor, track, and restock office and building supplies

  • Keep storage areas organized and accessible 

  • Serve as the primary point of contact for the office, including answering and directing phone calls 

• Donor Tracking & Stewardship

  • Maintains donor database (tracking gifts, pledges, communications)

  • Tracks donor benefit levels and fulfillment of associated perks

  • Prepares and distributes donor acknowledgements, thank-you letters, and impact updates 

• Administrative & Operations Support

  • Maintain and update the business directory

  • Assist with administrative tasks, scheduling, and record-keeping

    • Creates board meeting agendas & packets, takes board meeting notes, and completes minutes

  • Coordinates the intake, organization, and tracking of grant applications from small businesses

• Event Support

  • Provide occasional on-site assistance for community and fundraising events

  • Assist with event logistics, including materials preparation, check-in, and communications as needed

Requirements: 

• Minimum 2 years of relevant experience. Preferred: 3–5 years of experience in operations, administrative coordination, nonprofit work, or related fields
• Ability to manage multiple projects and priorities in a fast-paced, community-driven environment
• Ability to work in a busy, active office environment and manage competing priorities
• Proficiency in Microsoft Office and Google Workspace (Word, Excel, Docs, Sheets, etc.)
• Strong organizational skills with close attention to detail and accuracy
• Excellent written and verbal communication skills
• Ability to work both independently and collaboratively to meet deadlines
• Availability to work occasional evenings and weekends for events and programs as needed
• Must have a reliable mode of transportation
• Ability to lift up to 20 pounds (office supplies and event materials)
• Self-starter with a proactive, solutions-oriented mindset
• Genuine interest in supporting small businesses, community programming, and local nonprofits

Position Type:
This is a grant-funded, temporary position with an anticipated duration of 18 months, subject to funding availability.

Full-time in office position with the ability for flexible work hours on event days. Active and dynamic workspace that can be busy at times, with periods of high activity, noise, and multiple concurrent interactions.

$28-$32 per hour, depending on experience and qualifications.

How to Apply:

Please submit your resume along with a cover letter outlining your interest in this role and your experience in administrative coordination, operations, or nonprofit work.

Your application should highlight relevant experience such as managing multiple priorities, supporting day-to-day operations, working in fast-paced environments, and any experience with financial tracking, event support, or community-based work.

Note applications will be reviewed as they are received; the final deadline to apply is Tuesday, April 21 at 11:59pm.

ABOUT BIXBY KNOLLS COMMUNITY FOUNDATION:

We are a small but mighty team dedicated to keeping Bixby Knolls thriving through arts, culture, and community. By hosting engaging events and creative programs, we connect local businesses with residents and visitors from across Long Beach and beyond, ensuring our district remains vibrant, welcoming, and rich with culture.