Back Office Coordinator

Company Overview

The Leumas Group, founded in 2003, is dedicated to transforming communities through sustainable housing solutions. With a strong commitment to managing and preserving affordable housing units across the United States, we strive to create lasting social impact and ensure that safe, affordable housing remains accessible for all.

Summary

The Back Office Coordinator (BOC) provides strategic leadership, operational oversight, and accountability enforcement across multiple functional areas, including finance, operations, and administrative support. The BOC plays a crucial role in financial reporting, workflow optimization, and process standardization, ensuring that back-office functions operate efficiently and support the organization’s value-driven initiatives.

The ideal candidate has strong financial expertise, managerial experience, and a structured leadership approach to drive operational excellence, refine accountability structures, and support seamless collaboration across teams. This role demands an individual who excels in process improvement, financial operations, and leadership accountability to create a well-functioning back-office team.

Key Responsibilities

Leadership & Team Management

• Directly oversee a team of 8 to 10 back-office staff, ensuring clear expectations and accountability for all roles.
• Conduct weekly one-on-one check-ins and team meetings to track priorities, review progress, and address workflow challenges.
• Provide regular performance feedback, manage formal evaluations, and ensure structured team development.
• Address staff conflicts proactively to maintain a high-performing, collaborative team environment.

Financial Operations & Reporting

• Oversee accounts receivable, accounts payable, payroll, and financial reporting personnel, ensuring accuracy and efficiency.
• Provide financial insights to senior leadership, ensuring transparency and data-driven decision-making.
• Work with the Finance team to optimize processes such as invoicing, reimbursement tracking, and expense management.
• Preferred experience: QuickBooks and other financial management tools.

Process Optimization & Accountability

• Standardize and enforce workflows to eliminate inefficiencies and reduce task-switching.
• Implement workflow/project management tools (e.g., Microsoft Planner and Power Automate) to enhance task visibility and execution.
• Develop an accountability framework where all team members understand their roles, deadlines, and performance metrics.
• Streamline interdepartmental communication, ensuring program teams understand the importance of adhering to financial documentation and reporting deadlines.

Cross-Departmental Coordination

• Act as a liaison between back-office staff and program teams, ensuring seamless operations and timely financial reporting.
• Work closely with Program Managers to resolve workflow delays and improve coordination.
• Educate program teams on the importance of financial workflows, ensuring proactive compliance with reporting requirements.

Strategic & Operational Excellence

• Identify operational bottlenecks and implement scalable process improvements.
• Monitor and assess key performance indicators (KPIs) to ensure back-office efficiency.
• Provide structured leadership that fosters a culture of accountability and continuous improvement.
• Ensure senior leadership is freed from day-to-day back-office concerns, allowing them to focus on strategic growth.

Qualifications & Experience

• Minimum 5 years of managerial experience overseeing financial and operational teams.
• Strong background in financial operations and reporting (corporate or government experience preferred).
• Experience managing accounts receivable, accounts payable, and payroll functions.
• Proficiency in QuickBooks (preferred but not required).
• Hands-on experience with workflow/project management tools (e.g., Microsoft Planner and Power Automate).
• Strong ability to resolve workflow inefficiencies and optimize financial reporting structures.
• Exceptional communication skills, with experience liaising between finance teams and program managers.
• Proven leadership in team accountability and process enforcement.

Ideal Leadership Profile (PSIU Framework Alignment)

✅ Primary: Stabilizer (S) – High Priority

• Establishes structured workflows, accountability measures, and operational consistency.
• Ensures process efficiency by refining financial and administrative workflows.
• Provides role clarity and eliminates bottlenecks within back-office functions.

✅ Secondary: Producer (P) – High Priority

• Maintains an execution-driven approach, ensuring work is completed on time.
• Enforces clear expectations for financial reporting, payroll processing, and invoicing deadlines.
• Implements structured follow-through mechanisms to minimize errors and inefficiencies.

✅ Tertiary: Innovator (I) – Medium Priority

• Introduces process improvements and automation solutions to eliminate repetitive, manual tasks.
• Identifies technology-driven efficiencies, leveraging workflow management tools to streamline operations.

✅ Lowest Priority: Unifier (U) – Medium Priority

• Encourages collaboration but prioritizes efficiency.
• Works with Program Managers to align back-office support without compromising operational structure.
• Maintains a team-focused culture while reinforcing accountability and productivity.

Success Metrics (First 90 Days)

• Efficient Back Office Operations: Workflows are clearly defined, and bottlenecks are eliminated.
• Stronger Financial Oversight: Invoicing, payroll, and financial reporting are structured and accurate.
• Improved Team Accountability: All employees understand their roles, expectations, and deadlines.
• Cross-Departmental Coordination Strengthened: Program Managers work seamlessly with back-office staff.
• Increased Leadership Bandwidth: The CEO can focus on strategic priorities rather than operational inefficiencies.

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $70,000 - $80,000