Budget & Compliance Coordinator

(Part-Time)

 

ABOUT HOT BREAD KITCHEN

Since 2008, Hot Bread Kitchen has empowered New Yorkers who face barriers to economic opportunities through transformative careers in New York City’s food industry. We offer small business development programs, culinary skills training, and job placement, bolstered by individualized wraparound supportive services. Our small business program, HBK Incubates, supports entrepreneurs as they transform their food businesses into sustainable income sources. Culinary fundamentals, our award-winning culinary training program provides access to high-quality jobs for those starting their careers in the food industry. Our upskilling programs enable incumbent workers to gain further skills leading to higher wages and career advancement. We work diligently alongside our network of over 200 food employer partners and more than 250 nonprofit and government partners to ensure our graduates are set up for success both at home and in their careers. 

 

THE OPPORTUNITY

Hot Bread Kitchen seeks a part-time Budget and Compliance Coordinator who will oversee the management of city, state, and federal grants, ensuring compliance with all applicable regulations and guidelines. The role will also prepare and submit billing to agencies, maintain accurate financial records, and report on compliance and program metrics to internal and external stakeholders. Qualified applicants will be detail-oriented, thorough, and have a strong background in financial management principles. This role will support our high-performing Finance Team led by our Chief Operating Officer. This role will report to the Director of Finance. 

KEY RESPONSIBILITIES

Grant Management and Billing

  • Assist Finance and Development teams in completing budgets for grant proposals.

  • Manage all city, state, and federal grant aspects, including budget creation, monitoring, and amendments.

  • Prepare and submit accurate and timely invoices and billing statements to funding agencies.

  • Track grant expenditures to ensure alignment with approved budgets and funding requirements.

  • Coordinate with program staff to gather documentation required for grant reporting and billing.

Compliance and Reporting

  • Ensure compliance with all applicable regulations, guidelines, and grant terms.

  • Maintain organized and auditable records of all grant-related documents, including contracts, budgets, reports, and correspondence.

  • Collaborate with the Development Team to monitor grant deadlines and submission requirements to ensure timely reporting and renewals.

  • Provide regular reports on compliance status, spending, and program metrics to leadership and funding agencies.

Financial Analysis and Support

  • Collaborate with the finance team to reconcile grant accounts and ensure accuracy in financial reporting.

  • Assist in audits and provide requested documentation to auditors and external reviewers.

  • Identify and resolve discrepancies in billing and documentation promptly.

  • Support organizational budget development by integrating grant budgets into the overall financial plan.

  • Provide onsite accounting support, including scanning checks, processing payments, and handling hands-on financial operations.

  • Perform additional responsibilities as assigned to support departmental and organizational objectives.

QUALIFICATIONS

Education and Experience

  • Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.

  • Minimum of 3 years of experience managing government grants, including billing and compliance.

  • Knowledge of city, state, and federal grant regulations (e.g., OMB Uniform Guidance).

Skills and Preferred Qualifications

  • Passion and a commitment to Hot Bread Kitchen’s mission and core programs.

  • Experience with nonprofit financial management.

  • Familiarity with Asana or other project management tools.

  • Strong understanding of financial management principles, particularly regarding grant accounting.

  • Exceptional organizational skills and attention to detail.

  • Proficiency in financial software (QuickBooks) and Microsoft Office Suite (Excel, Word, PowerPoint).

  • Ability to analyze financial data and present clear and concise reports.

  • Excellent written and verbal communication skills to interact effectively with internal teams and external agencies.

COMPETENCIES

  • Detail oriented - verifies important details, ensures there are no surprises or gaps in needed information, has the ability to think a few steps ahead to answer potential questions about the data or project. Aims to leave things better than you found them. Checks work with others, plans time to review for errors and probes one’s own thinking. Addresses errors quickly and learns from them. Looks for ways to prevent similar errors.

  • Results driven - Achieves goals in a timely manner and adapts to various solutions when an original solution did not work. Gathers information, seeks input, and drives work forward.

  • Multitasking - has the ability to successfully juggle multiple projects and priorities while maintaining the ability to deliver on time, or develop and communicate new timelines.

 

OUR VALUES

We are driven by a feeling of commitment to support our members, teammates, and partners as best as we can. Our culture of equity comes from the many cooks in our kitchen and the diversity of perspectives we each bring. We believe that respect goes a long way in making people feel welcome, accepted, and celebrated. We seek out opportunities for connection and become a stronger team by being in community and prioritizing candor over consensus. The pace of our work and velocity of change can be quick; our entrepreneurialism helps us take optimistic risks and pursue inventive solutions.

 

COMPENSATION & BENEFITS:

This is a part-time position, up to 29 hours per week. Compensation is $30-$35 per hour, depending on experience.

There is eligibility for some benefits, including paid sick and safe leave, prenatal leave and short-term disability.

 

LOCATION

This is a hybrid position, with flexibility to work virtually or in-person, as needed, with a minimum of 1 day a week. 

Our facility is located in Chelsea Market, 75 Ninth Avenue, in Manhattan. This is a hybrid position and requires in-person presence, as needed, for a minimum of 1 day a week. 

To Apply

  • Please include a cover letter and experience-aligned resume including your pronouns. 

  • Apply here at Hot Bread Kitchen’s Applicant Tracking System

 

Due to the volume of applications, only complete applications sent via email will be considered. Applications sent via LinkedIn or other third-party sites will not be reviewed.

 

Hot Bread Kitchen is an Equal Opportunity Employer and does not discriminate against applicants based on race, religion, color, disability, medical condition, legally protected genetic information, national origin, gender, sexual orientation, marital status, gender identity or expression, sex (including pregnancy, childbirth or related medical conditions), age, veteran status or other legally protected characteristics. Any applicant with a mental or physical disability who requires an accommodation during the application process should contact hr@hotbreadkitchen.org to request such an accommodation.