Operations Coordinator

6 hours ago

Nashville, Tennessee, United States HOME BUILDERS ASSOCIATION OF TENNESSEE Full time

About HBAT

The Home Builders Association of Tennessee (HBAT) is a statewide trade association representing the interests of the residential construction industry. We provide advocacy, education, networking, and resources to our members across Tennessee. We are seeking a detail-oriented and versatile Operations Coordinator / Assistant with strong organizational skills and QuickBooks experience to support daily operations and ensure smooth business functions.

Position Overview

The Operations Coordinator / Assistant will play a key role in supporting the Executive Officer, managing administrative and financial functions, maintaining membership records, and ensuring compliance with reporting requirements. This individual should also manage the tracking and reporting of continuing education (CE) credits for members.

Key Responsibilities

Administrative & Operations Support

  • Provide administrative support to the Chief Executive Officer and Executive Committee.
  • Manage office operations, files, and correspondence.
  • Coordinate scheduling of meetings, events, and committee activities.
  • Prepare reports, agendas, and minutes for board and committee meetings.

Membership Management

  • Maintain and update the membership database, ensuring accuracy of contact information, dues status, and engagement history.
  • Process membership applications, renewals, and terminations.
  • Generate membership reports and support retention and recruitment initiatives.
  • Assist in member communications including newsletters, event promotions, and reminders.

Continuing Education (CE) Tracking & Certification

  • Track members' continuing education credits and maintain accurate CE records.
  • Issue CE certificates to members who complete approved courses.
  • Assist members with CE reporting requirements and renewal processes.

Financial & Bookkeeping

  • Manage accounts payable and receivable using QuickBooks.
  • Prepare and process invoices, checks, and deposits.
  • Reconcile monthly bank and credit card statements.
  • Assist with budget tracking and financial reporting.
  • Support annual audit preparation and record-keeping.

Compliance & Reporting

  • File required state reports including PAC compliance, wage reports, and annual filings.
  • Maintain accurate association records in line with nonprofit reporting standards.
  • Assist with grant or program documentation when applicable.

Event & Member Support

  • Serve as a point of contact for member inquiries.
  • Support event logistics, registration, sponsorship tracking, and onsite coordination.
  • Assist with digital communications including website updates and social media.

Qualifications

  • Proficiency in QuickBooks required.
  • Associate's or Bachelor's degree in business, accounting, nonprofit management, or related field (preferred but not required).
  • Minimum 2+ years of experience in office administration, operations, or bookkeeping.
  • Experience working with a membership database or CRM system.
  • Strong organizational and multitasking skills.
  • Excellent written and verbal communication skills.
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Experience working in a nonprofit or membership-based organization preferred.

Compensation & Benefits

  • Competitive hourly rate or salary commensurate with experience.
  • Professional development and industry networking opportunities.

Job Type: Full-time

Work Location: In-person Monday-Thursday (Work remotely on Fridays)

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