[Hiring] Grant Operations Administrator @Goodstack

Role Description

Join us as a Grant Operations Manager. We're looking for a Grant Operations Administrator to provide essential administrative support, ensuring grant applications move smoothly from intake to final submission. In this role, you'll be responsible for:

• Creating, updating, and maintaining structured grant calendars for assigned non-profit clients to track upcoming deadlines and submission milestones.
• Monitoring key internal target dates (e.g., 7-day internal buffer) to ensure writers, admins, and clients stay on track for timely submission.
• Accessing funder portals and application software to extract exact application questions, word limits, formatting rules, and required attachments.
• Formatting extracted questions into standardized templates for Grant Writers to ensure no technical requirements are missed.
• Setting up client login credentials and basic profile information on external portal platforms.
• Inputting and copy-pasting completed, client-approved narrative content into funder portals accurately.
• Gathering, formatting, and attaching necessary non-profit supporting documents (e.g., financial statements, tax forms, board lists).
• Conducting final proofreading and formatting checks to verify the application reads coherently and flows logically within the portal UI.
• Confirming that narrative answers directly match the corresponding portal fields and adhere strictly to character/word limits.
• Executing the final electronic grant submission once all approvals are cleared.
• Recording completed submissions, capturing confirmation receipts, and updating task statuses in AgentPro to trigger automated customer notifications.

Qualifications

• 0–2 years of experience in administrative, operations, or data entry roles. (Recent graduates with strong organizational skills are welcome).
• Exceptional precision in data entry, copy-pasting, and proofreading; an eye for spotting formatting errors, broken links, or incomplete fields.
• Ability to manage multiple deadlines, maintain calendars, and work proactively to avoid last-minute delays.
• Comfort navigating new software platforms, web portals, forms, and cloud-based databases (e.g., Notion, Google Workspace, CRMs).
• Strong basic written English skills to ensure submitted applications look clean, professional, and well-structured.

Requirements

• On-Time Submissions: 100% of assigned grant applications submitted on or before internal and external deadlines.
• Accuracy Rate: Zero submission errors caused by missing documents, incorrect portal fields, or formatting mistakes.
• Calendar Accuracy: Up-to-date grant calendars maintained across 100% of assigned client profiles.

Benefits

• Salary reviews and share options becoming an integral part of our growth and share in the company's success.
• Goodstack’s Workplace Giving.
• Private Health Insurance.
• On Tuesday, lunch is on Goodstack.
• $300 Brighten your day annual budget.
• $1,200 Learning & development annual budget.
• Goodstack library.
• Paid days off to volunteer for non-profit causes.
• Paid days to attend conferences.
• Paid day off on your birthday!
• 25 days annual leave, plus paid public holidays.
• Paid sick leave.
• Paid wellness leave.
• Flexible working hours.
• WFH budget upon joining.
• Ecologi Carbon Offsetting.
• … and so much more.