Operations Coordinator Freelance

Operations Coordinator (Contract, Freelance)

Organization Overview

The Elba Hope Foundation is a nonprofit organization committed to advancing sustainable agriculture, conservation, food security, youth education, and advocacy. Our mission is to drive positive change by fostering innovation, empowering communities, and building strategic partnerships that contribute to the future of these sectors today and for generations to come.

Position Overview

We are seeking an Operations Coordinator to support the day-to-day management and execution of the Foundation’s financial and operational systems. This role combines administrative precision, systems thinking, and project coordination — ensuring that organizational operations run efficiently across finance, logistics, and cross-functional collaboration.

The Coordinator will work closely with the Operations Director, Finance & Operations Associate, and external partners (accountants, vendors, grantees) to strengthen the Foundation’s internal infrastructure, maintain financial accuracy, and streamline workflows. This is an ideal opportunity for someone who thrives in a mission-driven environment, enjoys creating order from complexity, and wants to contribute to impactful global work.

Key Responsibilities

Finance & Administration

• Process invoices, vendor payments, and staff reimbursements.
• Track expenses and assist with monthly reconciliations.
• Maintain organized financial records to ensure compliance and audit readiness.
• Support preparation of budget vs. actual reports and financial dashboards.
• Coordinate with external accounting firms (US & UK) for reporting and documentation.
• Monitor vendor contracts, performance, and cost-efficiency.
• Support grant administration documentation and payment tracking.

Operations & Coordination

• Schedule meetings, prepare agendas, and manage follow-ups across departments.
• Maintain organizational calendars and track project milestones.
• Support contract management, vendor records, and purchasing coordination.
• Keep Standard Operating Procedures (SOPs) up to date and accessible.
• Maintain file structure consistency and drive version control in Google Drive.

Systems & Data Management

• Support integrations across tools including Asana, Hub Spot, and Google Workspace.
• Maintain Asana boards, ensuring tasks are updated, tracked, and completed on time.
• Assist in workflow automation using Zapier or similar tools to improve efficiency.
• Update Hub Spot CRM to maintain accurate donor and partner data.

Cross-Team Support & Reporting

• Assist in preparing materials for trustees, donors, and senior leadership.
• Coordinate across program, fundraising, and finance teams to ensure data alignment.
• Identify and recommend process improvements to reduce manual admin time.
• Support communication and coordination with international partners and grantees.

Qualifications

• 3+ years of experience in finance, accounting support, or operations.
• Proficiency with Excel/Google Sheets; experience with Quick Books Online or  preferred.
• Familiarity with nonprofit finance, compliance, and grant administration (multi-entity experience a plus).
• Experience with Asana or similar project management tools.
• Experience with CRMs (Hub Spot, Salesforce, or similar).
• Comfort working with technology and automations (Zapier, Google Workspace).
• Strong organizational and time management skills; meticulous attention to detail.
• Excellent written and verbal communication skills.
• Self-motivated, dependable, and capable of managing multiple priorities remotely.
• Mission-driven and collaborative, with an eye for efficiency and improvement.

Compensation & Hours

Approximately 15 hours per week (flexible schedule).

Contractor role, renewable based on performance and organizational needs.

Flexible, remote work environment.

Opportunity to shape financial and operational systems for a growing nonprofit.

Work alongside a passionate, international team making a tangible impact in agriculture, conservation, and youth empowerment.