What are the responsibilities and job description for the Database and Office Coordinator position at CCS Fundraising?
TITLE: Database and Office Coordinator
LOCATION: Chicago, IL
REPORTS TO: Assistant Vice President, Business Operations
TYPE: Full Time, In-Office (five days in-office)
LOCATION: Chicago, IL
REPORTS TO: Assistant Vice President, Business Operations
TYPE: Full Time, In-Office (five days in-office)
Please submit a cover letter.
This position is not eligible for employer 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 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
CCS Fundraising is seeking a self-motivated, reliable, and detail-oriented Office Manager and Database Coordinator to lead data management and team adoption in HubSpot, our new CRM, while also supporting broader data entry tasks across multiple platforms and managing office operations. This role is critical in ensuring the accuracy, usability, and strategic implementation of our data systems, while also providing key administrative and operational support to keep our offices running efficiently.
RESPONSIBILITIES
Database Management (70%)
- Manage data entry and accuracy in HubSpot, including updating contacts, organizations, and opportunities, conducting weekly lead reviews and cleanups, and ensuring executives log and track communications appropriately
- Create, maintain, and optimize dashboards, reports, and views to support executives and team members in data-driven decision-making
- Build and maintain contact/mailing lists to support marketing campaigns, lead generation efforts, and strategic outreach
- Support data entry tasks across additional platforms (e.g., NetSuite, Monday.com)
- Identify and implement solutions to centralize data and minimize areas of redundant reporting
- Serve as a liaison with corporate teams, including understanding firmwide SOPs, helping test at various phases of implementation, and providing feedback on any systems updates
- Provide training and ongoing support to users, ensuring effective database use and engagement
- Maintain detailed documentation on procedures and policies including any communication required to users
Office Coordination (30%) - in person in Chicago and remote in Dallas
- Managing day-to-day activities to ensure the office runs efficiently
- Creating and maintaining office protocols to streamline processes
- Ensuring the office environments are well-maintained and equipment is functioning properly
- Maintaining inventory and ordering supplies as needed
- Liaising with the building in coordination of larger meetings and events
- Handling relationships with vendors and service providers
- Serving as a point of contact for internal and external communications for office and visitor requests
- Proactively identifying any necessary office updates and managing any office moves
- Develop and sustain a level of professionalism, among staff and clientele, consistent with the firm’s mission and values.
Additional duties as assigned.
QUALIFICATIONS
- Bachelor’s degree required
- Self-starter with the ability to drive activity in a fast-paced environment
- Proficient in MS Word, PowerPoint, Excel, Outlook, Teams, and Zoom (all required), with the ability to quickly learn and navigate firm-specific programs and software
- CRM and data management experience required; familiarity with HubSpot, Monday.com, and/or NetSuite a strong plus
- Exceptional analytical skills with a data-driven mindset
- High attention to detail and accuracy in data entry, reporting, and administrative tasks
- Deadline-oriented
- Extremely well-organized
- Strong organizational, project management, and problem-solving skills
- Ability to multi-task effectively within normal time constraints
- Friendly and professional demeanor
- Ability to lift 25 pounds as needed (e.g., office supplies, shipments)
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.
SALARY RANGE: $50,000 - $70,000
The exact salary varies within range based on years of relevant experience and education.
Salary : $50,000 - $70,000
