Operations Coordinator

Breathe Project; Latrobe (Westmoreland County); On-site; USD 45,000 - 49,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Retirement plan

Paid time off

Flexible work schedule

Professional development

Job summary

The Westmoreland Land Trust is seeking an Operations Coordinator to support day-to-day operations, focusing on financial administration. The role includes managing financial records using QuickBooks and coordinating office operations and fundraising efforts.

The ideal candidate will have a degree and relevant experience in nonprofit operations. A competitive benefits package is offered, including medical insurance and paid time off.

Qualifications

• At least three years of relevant experience in bookkeeping or office administration.
• Experience with QuickBooks Online and financial recordkeeping.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Manage day-to-day financial administration including invoices and accounts payable/receivable.
• Coordinate office operations and maintain organizational records.
• Maintain donor and member records and process contributions.

Skills

Bookkeeping

Financial administration

Organizational skills

Microsoft Office

Communication skills

Education

Associate's or bachelor's degree

Tools

QuickBooks Online

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

About Westmoreland Land Trust

The Westmoreland Land Trust (WLT) is a nonprofit organization that exists to conserve and steward land in Westmoreland County of special ecological, cultural, or recreational value, for public benefit. Since its founding, WLT has permanently protected over 740 acres of land through purchase or donation. Public-access properties include the 350-acre Saint Xavier Nature Preserve, Ackermann Nature Preserve, Meadowlark Nature and Art Park, and Twin Lakes Meadow. WLT also provides nature education programming at its preserves and in Westmoreland County School Districts at no cost. Learn more at https://westmoreland-landtrust.org/

Position Summary

The Operations Coordinator supports the effective day-to-day operation of Westmoreland Land Trust, with primary responsibility for the organization's financial administration and additional responsibilities for organizational administration, fundraising support, project coordination, and internal systems. The Operations Coordinator maintains the accurate financial records, systems, documentation, and administrative processes necessary for WLT's staff, Board, programs, fundraising, and projects to operate effectively.

Key Responsibilities

Financial administration (approximately 50%)

• Manage day-to-day financial administration, including invoices, payments, deposits, reimbursements, accounts payable/receivable, and transaction entry in QuickBooks.
• Maintain accurate financial records and supporting documentation for organizational expenditures, grants, restricted funds, and projects.
• Assist with monthly financial reconciliation, annual and project budgeting, cash-flow monitoring, and grant financial tracking.
• Prepare financial documentation for WLT's annual audit and coordinate as needed with WLT's accountant and auditor.
• Provide financial information and reports to the Executive Director and organizational leadership as needed.

Office and organizational administration

• Coordinate day-to-day office operations, organizational records, vendors, technology, contracts, insurance documentation, and other administrative systems.
• Coordinate Board and committee meetings and maintain governance, accreditation, policy, and compliance records.
• Support routine human resources administration, including personnel records, onboarding, payroll documentation, and benefits administration.

Fundraising and constituent administration

• Maintain donor, member, partner, and constituent records and process and acknowledge gifts, memberships, pledges, and in-kind contributions.
• Maintain grant records, deadlines, agreements, and supporting documentation.
• Assist with fundraising appeals, donor communications, grant administration, and annual-report production.

Project & Communications support

• Assist with organizational and capital projects, including contractor/vendor coordination, purchasing, invoices, project records, budget tracking, and scheduling.
• Support newsletters, publications, routine website and email updates, events, volunteer activities, and other organizational communications and priorities.

Qualifications

• Associate's or bachelor's degree in a related field or an equivalent combination of education and relevant experience.
• At least three years of relevant experience in bookkeeping, financial administration, nonprofit operations, office administration, or a related role.
• Experience with QuickBooks Online and financial recordkeeping.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively as part of a small staff and handle confidential information appropriately.
• Valid driver's license and ability to travel locally as needed.

Preferred Qualifications

• Experience working in a nonprofit or mission-driven organization.
• Familiarity with nonprofit accounting, restricted funds, grants, budgets, and annual audit preparation.
• Experience with donor or constituent databases; Little Green Light experience is a plus.
• Experience supporting nonprofit Boards, fundraising activities, grants, or organizational projects.
• Interest in land conservation, environmental stewardship, nature education, and WLT's mission.

Compensation & Benefits

Salary: $45,000 - $49,000 annually

Competitive Benefits Package, including:

• Medical insurance
• Dental insurance
• Vision insurance
• Employer-sponsored retirement plan with employer contribution
• Generous paid time off and holidays
• Flexible work schedule
• Professional development opportunities