Gift Processing & Stewardship Coordinator

JOB DESCRIPTION

Position: Gift Processing & Stewardship Coordinator
Reports To: Chief Advancement Officer
Employment Classifications: Full-Time, Non-Exempt

For those interested, please kindly send your resume and cover letter to Steve@bocahelpinghands.org to submit your application.


About Us

Since 1998, Boca Helping Hands (BHH) has evolved from a modest soup kitchen into one of the largest and most trusted 4-star Charity Navigator nonprofits in South Florida. We serve in excess of 35,000 clients annually through a holistic "whole-person" approach, providing food assistance, workforce development, and emergency financial aid. In 2025 alone, our team distributed over 3.5 million meals across five distribution sites. At BHH, we don't just provide immediate relief; we empower individuals and families to achieve long-term financial sustainability and well-being. Built on a foundation of Compassion, Action, Respect, Empowerment, and Service (C.A.R.E.S.), we are a mission-first organization dedicated to turning good intentions into meaningful help for our community.


Position Overview

The Gift Processing & Stewardship Coordinator is the behind-the-scenes engine that turns every donor gift into a meaningful relationship. This role ensures that contributions are processed accurately, donors are thanked promptly and personally, and the records that fuel Boca Helping Hands’ fundraising program remain precise, current, and reliable. From the moment a gift arrives through the long-term cultivation of major donors, the Gift Processing & Stewardship Coordinator executes the organization’s stewardship plan, safeguards the integrity of the donor database, and partners closely with the Chief Advancement Officer and Finance team to keep operations seamless. The ideal candidate is meticulous, discreet, naturally service-oriented, and genuinely energized by the idea that every detail handled well is another hand reached out to help.


CORE RESPONSIBILITIES:


Gift Processing & Database Management


  • Processes all charitable contributions—including online gifts, checks, cash, stock, donor-advised fund gifts, matching gifts, pledges, recurring gifts, and event revenue—ensuring accurate and timely entry into the donor CRM.
  • Generates tax receipt letters in compliance with IRS requirements and BHH Stewardship Plan timelines.
  • Reconciles gifts with Finance records and partners with the Finance team to support month-end close, annual audit readiness, and reporting accuracy.
  • Maintains the integrity, confidentiality, and consistency of donor, prospect, sponsor, and volunteer records in the CRM, including ongoing data clean-up and duplicate management.
  • Produces gift reports, donor lists, campaign tracking, donor analytics, and fundraising metrics for the Chief Advancement Officer, executive leadership, and Board committees.
  • Maintains accurate mailing and segmentation lists for fundraising campaigns, appeals, and stewardship outreach.


Donor Stewardship & Acknowledgment


  • Executes BHH’s comprehensive donor stewardship plan across all donor segments—annual giving, major gifts, corporate partners, grants, and planned giving—ensuring timely and meaningful engagement at every level.
  • Generates personalized acknowledgment and thank-you letters aligned to gift level, campaign, and donor segment within established stewardship timelines.
  • Coordinates donor touchpoints including anniversary recognition, impact updates, donor appreciation events, tours, naming opportunities, and legacy society activities.
  • Documents all donor interactions, communications, event participation, and follow-up activity in the CRM to support relationship management and donor retention.
  • Partners with the Chief Advancement Officer on stewardship strategies that strengthen donor engagement and long-term philanthropic support.


Advancement Operations Support


  • Supports fundraising campaigns, appeals, and special events through mail merges, pledge reminders, sponsorship tracking and fulfillment, and donor correspondence.
  • Prepares dashboards and reports for the Chief Advancement Officer, development team, board meetings, and campaign updates.
  • Supports prospect and donor research projects as assigned.
  • Maintains organized electronic and physical advancement records and files.

 

Customer Service & Collaboration


  • Serves as a welcoming, professional point of contact for donors, volunteers, board members, and community partners.
  • Collaborates with advancement, finance, marketing, and program staff to support organizational goals.
  • Provides administrative support to the Chief Advancement Officer and advancement team as needed.
  • Participates in department meetings, organizational events, and community activities.


Performs other duties as assigned to support departmental and organizational needs. This list reflects the essential functions of the role and is not intended to be an exhaustive list of all responsibilities, duties, and skills required.

 

KNOWLEDGE, SKILLS, AND ABILITIES

  • Exceptional attention to detail and strong organizational skills, with the ability to manage multiple projects and deadlines in a fast-paced environment.
  •  Proficiency with donor databases/CRMs; experience with Raiser’s Edge, Bloomerang, Salesforce, DonorPerfect, or similar systems preferred.
  • Strong Microsoft Office skills, particularly Excel (formulas, pivot tables) and Word (mail merge).
  • Excellent written and verbal communication skills, with the ability to craft warm, personalized donor correspondence.
  • Demonstrated discretion and sound judgment when handling confidential donor and financial information.
  • Comfortable creating queries, segmentation lists, and dashboard reports.
  • Strong customer service orientation and a collaborative, team-oriented working style.
  • Familiarity with online giving platforms, fundraising event support, and sponsorship tracking a plus.
  • Knowledge of nonprofit fundraising practices and donor stewardship principles preferred.


 

EDUCATION AND EXPERIENCE

  • Associate’s or Bachelor’s degree preferred, or equivalent professional experience.
  • Minimum 2 years of experience in gift processing, donor stewardship, nonprofit fundraising operations, development administration, or a related field.


SPECIAL REQUIREMENTS

  •   Prolonged periods of sitting at a desk while working on a computer and processing donor data and gift entries.
  • Frequent use of hands and fingers for operating a keyboard, mouse, telephone, and standard office equipment.
  • Visual acuity sufficient to view a computer screen and review gift records, donor correspondence, and reports for extended periods.
  • Clear verbal and auditory communication, including speaking with donors and team members by telephone and in person.
  • Ability to lift and carry up to 20 pounds occasionally (event materials, donor recognition items, files, and supplies).


Equal Opportunity & Employment Policy

Boca Helping Hands is an equal-opportunity employer. We value diversity and are committed to creating an inclusive environment for all employees and volunteers. All employment decisions are based on merit, qualifications, and business needs without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.