Finance and Admin Programs Coordinator in Nashville, Tennessee at Davidson Transit Organi

WeGo Public Transit is seeking a highly skilled and professional Finance & Administration Programs Coordinator to provide comprehensive support to the office of the Deputy CEO, Finance & Administration. This role will serve as the personal assistant and primary coordinator for the office of the Deputy CEO, Finance & Administration, and will also deliver executive-level assistance to the Director of Finance and Director of Grants Management & Compliance. The ideal candidate will possess remarkable organizational skills with a focus on cross departmental collaboration, discretion, and a dedication to excellence in all facets of their responsibilities.

Job Functions:

• Act as personal assistant and primary point of contact for the Deputy CEO, Finance & Administration and provide executive support to reporting directors

• Manage WeGo’s purchase card program, including coordinating all monthly reconciliations and submissions for payment, and departmental purchase card reconciliation and submission for payment

• Manage WeGo’s Concur platform from implementation and user training through ongoing administration, and support other enterprise-wide software implementation projects as assigned

• Coordinate cross-functional project initiatives, tracking milestones through implementation

• Manage other special projects and programs assigned, and represent the Deputy CEO at meetings as needed

• Manage office calendars, meetings, events, and communications; monitor and flag action items and key deadlines.

• Manage travel arrangements, office car bookings, expense reports, and other logistical support as assigned

• Coordinate internal project teams, staff meetings, and external consultant meetings

• Take, revise, and distribute meeting minutes, and follow up on action items

• Coordinate communication and information flow across departments

• Support annual insurance renewal process

• Reconcile bank statements and financial records (e.g., pension, 401K) for accuracy

• Perform weekly review of check packets for accuracy and route/facilitate for signature

• Prepare requisitions for signature and payment, and facilitate invoice approvals

• Process accounts payable and receivable, including vendor invoices and client payments

• Support financial audits, internal reviews, and compliance with financial policies

• Prepare and file required financial reports with regulatory authorities

• Monitor program expenditures, track variances, and ensure spending aligns with approved budgets

• Maintain financial records, databases, and general ledger integrity

• Identify financial discrepancies and recommend corrective actions

• Process agencywide email notices and circulate documents for signature; track items pending renewal or board approval

• Prepare presentations, briefings, memoranda, and reports for internal and external stakeholders

• Develop, document, and maintain departmental SOPs, and partner with leadership to identify operational efficiencies and drive continuous process improvement

• Serve as back-up for other executive assistants, including Board meeting support

• Serve as departmental representative on the Engagement Committee, supporting employee engagement activities and events

Knowledge/Skills

• Discretion and sound judgment in handling confidential and sensitive information

• Strong organizational skills with the ability to anticipate needs and adapt to shifting executive priorities

• Proficiency with travel and expense platforms (e.g., Concur) and purchase card reconciliation procedures

• Knowledge of accounts payable/receivable processes and general ledger principles

• Ability to contribute to process improvement and administrative procedure development

• Interpersonal skills for representing leadership and engaging with committees, staff, and external stakeholders

• Document management skills, including signature routing and tracking renewal/approval status

• Bank reconciliation and financial recordkeeping accuracy

• Cross-departmental coordination and information-sharing skills

• Analytical skills to identify discrepancies and recommend solutions

• Strong written communication skills for presentations, briefings, memoranda, and correspondence

• Event planning and logistical coordination skills

• Familiarity with audit support, compliance review, and regulatory reporting requirements

• Budget monitoring and variance analysis skills

• Understanding of tax laws, financial regulations, and organizational policy adherence

• Meeting coordination skills, including minute-taking and action item tracking

Years of Experience

• 5+ years of executive administrative experience, ideally supporting finance, accounting, grants, or other public sector environments.

Education

• Associate degree with extensive executive support experience in a relevant field (transportation, logistics, public administration, business, civil engineering). Bachelor’s degree in Finance, Accounting, Business Administration, or a related field, preferred.

Additional Requirements

• Experience leading software implementations or enterprise-wide operational projects preferred

• Project Management Professional (PMP) certification or equivalent project management training preferred

Physical Demands

Physical activity includes sitting, standing, lifting, reaching, walking, talking, writing, carrying, grasping, holding, clarity of vision, speaking, listening.

Lifts Weight or Expert Force Work Environment

Ability to bend, stoop, walk, kneel, stretch and lift up to 55 lbs. Climbing stairs and ladders.

Visions

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

Working in various weather conditions such as rain, cold climate, etc.

Davidson Transit Organization, Employment unit of WeGo Public Transit is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, age, national origin, disability status, protected veteran status, or any other characteristic protected by law.