Operations Coordinator

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

Benefits offered by this job

Medical insurance

Vision insurance

Retirement plan with employer match

Generous PTO and holidays

Job summary

Westmoreland Land Trust seeks an Operations Coordinator to manage financial administration and support organizational operations, fundraising, projects, and internal systems. The role ensures accurate records, documentation, and processes for staff, Board, grants, and programs.

Responsibilities cover invoices, budgeting, donor records, HR support, and coordination of meetings. Requires degree or equivalent experience, 3+ years nonprofit finance/administration, and QuickBooks expertise.

Qualifications

• Associate’s or bachelor’s degree in a related field or equivalent experience.
• At least three years of experience in bookkeeping or nonprofit financial administration.
• Experience with QuickBooks Online and financial recordkeeping.
• Strong organizational skills and ability to manage multiple priorities.
• Proficiency with MS Office, especially Excel, Word, and Outlook.
• Excellent written and verbal communication skills.
• Ability to work independently and with a small team; handle confidential information.
• Valid driver’s license and ability to travel locally.

Responsibilities

• Manage day-to-day financial administration: invoices, payments, deposits, reimbursements, and data entry in QuickBooks.
• Maintain accurate financial records for expenditures, grants, restricted funds, and projects.
• Assist with budgeting, cash-flow monitoring, and grant financial tracking.
• Prepare financial documentation for annual audit and coordinate with accountant.
• Provide financial reports to Executive Director and leadership as needed.
• Coordinate office operations, records, vendors, contracts, and insurance docs.
• Support governance records, board meetings, compliance, and HR admin tasks.
• Maintain donor, member, partner, and grant records; process gifts and receipting.
• Support fundraising appeals, donor communications, and annual report production.
• Assist with projects: contractor coordination, purchasing, budgeting, and scheduling.
• Support communications: newsletters, website updates, events, and volunteer activities.

Skills

Organizational skills

Attention to detail

Multitasking

MS Office proficiency

Written and verbal communication

Independent and collaborative work

Driver's license

Education

Associate or bachelor’s degree in related field

Tools

QuickBooks Online

Job description

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. This position 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 and 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 and Benefits

Salary: $45,000 – $49,000 annually

Competitive Benefits Package, including:

• Medical insurance
• Vision insurance
• Employer-sponsored retirement plan with employer contribution
• Generous paid time off and holidays

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 the native wildflower meadow at Twin Lakes Meadow. WLT also provides nature education programming at its preserves and in Westmoreland County School Districts at no cost.