Senior Grants & Contracts Manager

Green City Force is seeking a highly organized and collaborative Grants and Contracts Manager to help strengthen the systems behind our growing portfolio of public and private funding. This is an opportunity for someone who loves bringing order to complexity, keeping multiple stakeholders and deadlines moving, and building systems that help mission-driven teams deliver strong results.

The Grants and Contracts Manager will serve as the central coordinator for post-award grant and contract administration, ensuring that deadlines are met, reimbursement packages and reports are accurate and complete, funder requirements are tracked, partner with the development team on allocations and ensure internal teams have the information and systems they need to successfully manage restricted funding.

Reporting to the Executive Director, this role will work closely across Finance, Development, Programs, and Operations. As part of a collaborative and flexible team, the Manager may also provide occasional support for broader finance and administrative functions as organizational needs arise.

KEY RESPONSIBILITIES

Grants and Contracts Administration

• Maintain GCF’s grants and contracts calendar, including reporting and billing deadlines, renewals, contract milestones, and close-out requirements.
• Maintain complete and organized grant and contract files, including award letters, contracts, amendments, budgets, scopes of work, reporting templates, funder guidance, and submission records.
• Coordinate contract start-up, amendments, budget modifications, renewals, and close-out processes with leadership and relevant teams.
• Manage funder portals and ensure required documentation is submitted on time and stored consistently.
• Monitor grant and contract requirements and proactively communicate upcoming deadlines, documentation needs, and potential risks.

Billing, Reimbursement, and Receivables Coordination

• Prepare reimbursement requests and invoice packages for government and institutional funders, including required forms, budget references, supporting documentation, and program data.
• Coordinate with finance and accounting staff to confirm coding, allowable costs, budget-to-actual information, and supporting documentation before submission.
• Track outstanding reimbursement requests, invoices, payment status, and anticipated payment dates.
• Follow up on outstanding payments and maintain clear, up-to-date receivables tracking.
• Promptly flag payment delays, missing documentation, budget concerns, and compliance risks to leadership.

Funder Reporting, Compliance, and Systems

• Coordinate the collection of programmatic and financial information required for funder reports.
• Work across Development, Programs, Operations, and Finance to ensure reports are complete, accurate, and submitted on time.
• Track restricted funding requirements and support alignment between expenses, deliverables, and funder expectations.
• Develop and maintain practical internal tools, checklists, trackers, and workflows for grants and contracts management.
• Support audits, monitoring visits, and funder reviews by maintaining complete, accurate, and accessible records.
• As needed, provide support for basic finance and administrative functions, which may include payment tracking, accounts payable coordination, and budgeting support.

QUALIFICATIONS

• Bachelor’s degree or equivalent relevant experience in nonprofit administration, grants management, public administration, finance administration, or a related field.
• At least 2–4 years of relevant experience in grants management, contracts management, development operations, nonprofit finance administration, or a related role.
• Experience with government grants, public contracts, reimbursement-based funding, or institutional funder reporting strongly preferred.
• Strong project management skills and demonstrated ability to manage multiple deadlines, requirements, and stakeholders.
• Comfort reviewing grant budgets, restricted funding requirements, invoices, reimbursement documentation, and budget-to-actual reports.
• Excellent attention to detail and strong organizational and recordkeeping skills.
• Strong written, verbal, and interpersonal communication skills.
• Proficiency with Excel or Google Sheets and comfort learning funder portals, finance systems, and internal tracking tools.
• Ability to work collaboratively across departments, follow through on details, and proactively identify issues before they become problems.
• Commitment to Green City Force’s mission and to advancing equity, inclusion, and opportunity.

ABOUT GREEN CITY FORCE:

Green City Force’s AmeriCorps program prepares young adults aged 18-24 who reside in the New York City Housing Authority (NYCHA) or low-income housing in NYC and have a high school diploma or equivalency for careers through green service. Being part of the Service Corps is a full-time commitment encompassing service, training, and skills-building experiences related to healthier buildings and communities. GCF is committed to the ongoing success of our alumni.

GCF’s programs are rooted in the belief that these young NYC residents are uniquely positioned through leadership, training, and service to drive change in public housing communities while building skills, earning certifications, and gaining experience to help achieve economic prosperity. Partnerships with residents, local and city-wide organizations and agencies, funders, and employers are essential for the holistic approach required to realize the change we envision.

comprehensive medical, dental, vision and life insurance, generous paid time off & holidays