Operations Coordinator

Remote (United States)

Job Details

Location: United States, with the Charlottesville, VA area preferred but not required

Workplace: 100% Remote

Employment Type: Full-time

Experience: 2–3 years of nonprofit operations experience

Core Areas: Payroll Administration, Accounts Payable and Receivable, QuickBooks, Grant Compliance, Human Resources Operations, Financial Reconciliation, Vendor Contract Administration, Event and Travel Coordination

Compensation: $55,000 per year

Travel: 15%; expected travel includes one annual staff retreat and two conferences

About the Role

The Operations Coordinator supports day-to-day organizational operations across finance, payroll, human resources, compliance, event logistics, travel, vendor administration, and recordkeeping. The role owns several recurring operational processes while supporting month-end close, grant compliance, organizational meetings, and administrative coordination.

This position requires nonprofit operations experience, working knowledge of QuickBooks and generally accepted accounting practices, strong organizational skills, and the ability to handle confidential information. The successful candidate must be able to work in the Eastern or Central time zones and have experience working effectively in a 100% remote environment.

What You'll Do

• Manage logistical support for events, conferences, and external meetings, including two annual conferences and one staff retreat.
• Assist with grant compliance and reporting.
• Own the full payroll process, including processing payroll through a professional employment organization (PEO), calculating corresponding cost-sharing allocations, and retaining all required payroll documentation.
• Support the Senior Director of Operations with the month-end close process by calculating cost-sharing allocations across organizational entities and fiscally sponsored projects, including staff hours, programmatic and operational expenditures, and credit card expenses.
• Own accounts payable and accounts receivable processes using Bill.com, with support from the Bookkeeper.
• Manage all staff travel and accommodation bookings.
• Own and administer organizational credit cards, including monthly reconciliation and organization of receipt files.
• Maintain organizational files and records and coordinate organizational meetings as needed.
• Maintain contracts for organizational vendors, leases, and regranting arrangements, including annual 1099 filings.
• Own generalist human resources functions, including job postings, employee file maintenance, timesheet administration and collection, and onboarding and offboarding for employees on payroll.
• Maintain and update the employee handbook and related addenda as needed.
• Manage staff wellness communications and professional development tracking for national staff.
• Maintain the compliance calendar, including registrations, renewals, and filing deadlines.
• Perform other responsibilities as assigned.

Qualifications

Required Experience

• 2–3 years of experience in nonprofit operations.
• Experience working successfully in this type of role within a 100% remote environment.

Required Skills

• Basic knowledge of 501(c)(3) and 501(c)(4) compliance requirements.
• Working knowledge of QuickBooks, other accounting software, and generally accepted accounting practices.
• Ability to work in the Eastern or Central time zones.
• Ability to maintain a high level of confidentiality.
• Strong attention to detail.
• Excellent verbal and written communication skills.
• Excellent organizational and time management skills.
• Strong interpersonal skills and the ability to work effectively in a team environment.
• Curiosity and eagerness to learn.
• Commitment to racial equity, diversity, and social justice.

Benefits

• Unlimited vacation, with a requirement to take at least two weeks of vacation each year.
• Eight paid holidays.
• Annual office closure between Christmas and New Year’s Day.
• Employer-paid health insurance.
• Employer-paid vision insurance.
• Employer-paid dental insurance.
• 401(k) plan with a 3% employer match.
• Annual professional development stipend.