Operations Administrator

Operations Administrator

Part-Time $25/hour In-Person (Tuesday-Friday 9:00am-2:00pm; 1-2 weekend days/month*)

*On weeks with weekend events no Thursday hours will be required.

Candidates must live within 30 minutes of the Patriots Hall location.

Position Summary

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. The ideal candidate is highly organized detail-oriented positive outgoing agile and comfortable managing many moving pieces in a dynamic nonprofit environment where no two days are the same. This person should be able to learn quickly figure things out on the fly and help build or improve systems and processes as the organization continues to grow.

Just as important this person helps set the tone for the campus. Patriots Hall is built around connection belonging and continued service. Every veteran family member volunteer donor partner and guest should feel welcomed seen and connected when they walk through our doors.

About Patriots Hall

Patriots Hall of Dripping Springs is a veteran-led community-supported retreat and resource hub serving veterans active-duty military and their families across Central Texas. Our 10-acre campus includes a multipurpose facility Wellness Center garden Timberscape course playscape walking trails and flexible gathering spaces designed to foster connection wellness transition support and continued service.

We work alongside trusted partners to bring benefits navigation counseling wellness programs community gatherings and service opportunities onsite - at no cost to those who have served.

Key ResponsibilitiesHospitality Welcoming & Community Connection

• Serve as a warm positive and professional first point of contact for veterans families volunteers donors partners and community visitors.
• Model Patriots Halls cultural norm of welcoming every person who enters the facility making introductions helping people feel oriented and creating a sense of belonging.
• 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.

Operations & Administrative Coordination

• 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

• Assist with basic bookkeeping-related administration including bill paying support invoicing check requests donation documentation deposits and expense documentation.
• Coordinate 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.
• Coordinate 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 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/hour part-time.
• 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.

Pay: $25.00 per hour

Work Location: In person