Operations Coordinator

Westmoreland Land Trust; United States; On-site; USD 45,000 - 62,000; Full time

Job summary

Westmoreland Land Trust seeks an Operations Coordinator to support daily nonprofit operations, focusing on financial administration and grant tracking. The role requires accurate record-keeping, coordination of office processes, and support across governance, HR, and donor relations.

Qualifications include a degree in a related field, 3+ years in nonprofit bookkeeping/administration, and proficiency with QuickBooks Online and Microsoft Office.

Qualifications

• Experience in nonprofit financial administration and office operations.
• Proficiency with QuickBooks Online.
• Strong Excel, Word, and Outlook skills.
• Valid driver''s license and ability to travel locally as needed.

Responsibilities

• Manage day-to-day financial administration: invoices, payments, deposits, reimbursements, accounts payable/receivable, and QuickBooks data entry.
• Support monthly reconciliation, budgeting, cash-flow tracking, and grant financials.
• Prepare financial documents for annual audit with accountant and auditor.
• Coordinate office operations, governance/records, and HR administration.
• Maintain donor, member, partner, and constituent records; process gifts and pledges.
• Assist with capital/project records, purchasing, budgeting, and scheduling.

Skills

Organizational skills

Communication

Attention to detail

Time management

Education

Associate's or Bachelor's degree in related field

Tools

QuickBooks Online

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

The client is seeking an Operations Coordinator to support the effective day-to-day operation of a nonprofit land conservation organization. The role will primarily manage financial administration, while also providing additional support across organizational administration, fundraising operations, project coordination, internal systems, and routine communications. The Operations Coordinator will maintain accurate financial records and administrative documentation to enable staff, board, programs, fundraising, and projects to operate effectively.

Core responsibilities include managing day-to-day financial administration such as invoices, payments, deposits, reimbursements, accounts payable/receivable, and transaction entry in QuickBooks; maintaining supporting documentation for organizational expenditures, grants, restricted funds, and projects; supporting monthly reconciliation and annual or project budgeting, cash-flow monitoring, and grant financial tracking; and preparing financial documentation for the annual audit in coordination with the organization's accountant and auditor. The role will also coordinate office and administrative operations, governance and compliance records, and routine human resources administration, including personnel records, onboarding, payroll documentation, and benefits administration.

Additional responsibilities include maintaining donor, member, partner, and constituent records and processing and acknowledging gifts, memberships, pledges, and in-kind contributions, along with supporting grant records, deadlines, agreements, and related administration. The Operations Coordinator will assist with organizational and capital projects, including vendor/contractor coordination, purchasing, invoices, project recordkeeping, budget tracking, and scheduling. Qualifications include an associate's or bachelor's degree in a related field or an equivalent combination of education and experience, at least three years of relevant experience in bookkeeping or financial administration and nonprofit/office operations, and experience with QuickBooks Online and strong organizational and communication skills; proficiency with Microsoft Office (especially Excel, Word, and Outlook) is expected. A valid driver's license and the ability to travel locally as needed are also required.