Operations Administrator

About the role

The Operations Administrator helps keep Patriots' Hall running smoothly day to day. This role serves as a central point of coordination for staff, board members, volunteers, vendors, community partners, veterans, and visitors.

Responsibilities

• Serve as a warm, positive, and professional first point of contact for veterans, families, volunteers, donors, partners, and community visitors.
• Help connect visitors and veterans to the right staff member, program, resource, event, or partner whenever possible.
• Support a veteran-friendly, family-friendly, and mission-centered environment across the campus.
• Serve as the point person for daily operations, ensuring key administrative and facility tasks are covered, completed, and followed through to the finish line.
• Support the Executive Director and team with scheduling, coordination, correspondence, meeting preparation, donor stewardship, and follow-up.
• Maintain organized records and files, including invoices, receipts, contracts, policies, procedures, and compliance documents.
• Track and manage vendor and service contracts, including utilities, landscaping, maintenance, technology, program partners, and MOUs.
• Keep supplies inventoried, ordered, and planned so staff, programs, and events have what they need.
• Track insurance policies, renewals, staff compliance training, and other administrative deadlines.
• Help improve systems, checklists, calendars, and processes so a small team can operate efficiently and consistently; bring curiosity and initiative to figuring out what works, documenting it, and making it easier for the next person.
• Learn new tools, technology platforms, and internal processes quickly, often with limited hand-holding, and translate that learning into practical next steps for the team.
• Bookkeeping & Financial Administration Support:
• Aid with basic bookkeeping-related administration, including bill paying support, invoicing, check requests, donation documentation, deposits, and expense documentation.
• Cookbook with the bookkeeping/accounting firm to ensure financial documents are complete, organized, and submitted on time.
• Maintain accurate files for receipts, invoices, reimbursements, vendor payments, rental payments, and related financial records.
• Use or learn basic QuickBooks workflows; prior exposure to QuickBooks or similar accounting systems is strongly preferred.
• Programs, Events & Facility Support:
• Provide administrative and logistical support for veteran programs, partner-led initiatives, community gatherings, and special events.
• Manage non-member event rentals, including contracts, agreements, payments, scheduling, logistics, and internal communication.
• Support member gatherings and larger events with checklists, setup coordination, vendor coordination, registration support, and post-event follow-up.
• Cookordinate with staff and volunteers to ensure spaces are prepared, welcoming, clean, and ready for programs, rentals, and visitors.

Qualifications

• At least 3-5 years of experience in administration, operations, office management, nonprofit support, bookkeeping support, or a related role.
• Positive, outgoing demeanor with excellent interpersonal skills and the ability to connect with people from diverse backgrounds.
• High attention to detail, strong follow-through, and pride in completing tasks accurately and on time.
• Ability to manage multiple projects, priorities, deadlines, interruptions, and competing needs without losing track of details.
• Strong agility and resourcefulness, with the ability to learn on the fly, troubleshoot basic systems/process issues, and create order from ambiguity.
• Strong organizational, problem-solving, and communication skills.
• Comfortable working with veterans, families, volunteers, donors, board members, vendors, and program partners.
• Proficiency with Google Workspace; familiarity with CRM systems, online forms, calendars, and project management tools is helpful.
• Some exposure to bookkeeping, financial documentation, invoicing, check requests, deposits, and/or QuickBooks basics.
• Ability to handle confidential and sensitive information with discretion.
• Flexibility to work occasional evenings and weekends for special events.

Preferred Experience

• Military service experience, military family experience, or direct work with veteran populations.
• Previous nonprofit, community-based, hospitality, office management, or customer-facing experience.
• Experience with QuickBooks, BetterUnite, Monday.com, Google Workspace, or similar systems.
• Experience supporting events, rentals, donor-facing activities, or community programs.

What Defines You

• You care about the mission and understand that small interactions can make a big difference in helping someone feel welcomed and connected.
• You are proactive, steady, and solutions-oriented - the person who notices what needs to be done and helps move it forward.
• You enjoy bringing order to busy environments and can manage details without needing everything to be perfectly predictable.
• You communicate clearly, follow up consistently, and help teammates know where things stand.
• You are comfortable wearing many hats, learning new systems quickly, and pivoting when priorities shift.
• You do not need everything fully mapped out before taking initiative - you can ask good questions, figure out next steps, and keep work moving.
• You bring a collaborative, team-first mindset and understand that in a small nonprofit, everyone helps carry the mission forward.

Compensation & Schedule

$25.00 per hour
Primary schedule: Tuesday-Friday, 9:00am-2:00pm, with 1-2 weekend days per month as needed for events.
On weeks with weekend events, no Thursday hours will be required.
This is an in-person role based at Patriots' Hall of Dripping Springs.
Flexible scheduling and the opportunity to directly impact the lives of veterans and their families.