Finance & Operations Administrator

Overview

Gatton Park on the Town Branch is seeking a highly organized, detail-oriented professional to serve as Finance and Operations Administrator. This role is central to the day-to-day administrative operations of the organization, ensuring smooth internal processes and strong coordination across finance, development, programming, and park operations.

This position will work closely with an outsourced accounting firm, serving as the primary liaison while handling internal bookkeeping, financial tracking, and administrative functions. In addition, this role provides essential office management and administrative support for fundraising, rentals, and programming efforts.

This is a highly impactful role that sits at the center of Gatton Park’s operations—supporting financial integrity, organizational efficiency, and the successful execution of programs and partnerships. The right candidate will bring both precision and flexibility, helping the organization operate smoothly while supporting its continued growth.

Key Responsibilities

Bookkeeping & Revenue Tracking

• Serve as primary liaison to outsourced accounting firm, assisting with gathering documentation and information as needed
• Process and deposit incoming checks
• Assist outsourced accounting firm with maintaining accurate tracking for donations, sponsorships, and revenue streams
• Coordinate with internal teams to properly classify revenue sources
• Enter invoices daily and submit for approval; ensure timely approval through follow up
• Review cash balances daily; coordinate cash flow and investments bi-weekly
• Import transactions to expense management platform and follow up on receipt entry
• Confirm and facilitate coding of credit card charges

Payroll & HR Administration

• Review and approve monthly payroll through third-party provider
• Process employee changes (new hires, terminations, compensation updates)
• Serve as point of contact for HR and benefits coordination with external providers
• Maintain employee records and assist with handbook updates

Office Management & Operations

• Oversee day-to-day office operations and vendor relationships (IT, cleaning, copiers, internet, etc.)
• Ensure timely payment of utilities and recurring expenses
• Manage insurance policies and coordinate certificates of insurance (COIs)
• Order office and park supplies; maintain purchasing systems and vendor accounts, including sales tax purchase exemption certificates
• Monitor general inbox ([email protected]) and route inquiries appropriately
• Process mail and package deliveries

Administrative Support (Development, Rentals & Programming)

• Provide administrative support for fundraising and sponsorship efforts (tracking, documentation, coordination)
• Support rental programming and event administration, including payment tracking, contracts development, tracking and execution and coordination with internal teams

Board & Organizational Support

• Coordinate board and committee meeting logistics
• Prepare and distribute board materials
• Take and maintain meeting minutes
• Maintain board contact records

General Support

• Assist with special projects and organizational priorities as needed
• Provide cross-functional support to leadership and team members
• Contribute to building efficient systems and processes across the organization

Qualifications

• Strong organizational skills and attention to detail
• Experience with basic bookkeeping and financial coordination
• Ability to manage multiple priorities and work across teams
• Strong communication skills and professionalism
• Proficiency in Microsoft Office (especially Excel) and comfort with financial systems
• Experience working with or coordinating external vendors or consultants preferred
• Nonprofit experience a plus

Key Attributes

• Highly reliable and detail-oriented
• Proactive and solutions-focused
• Comfortable working in a fast-paced, evolving environment
• Collaborative and service-oriented mindset
• Discreet with sensitive financial and organizational information