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, Timbers cape 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 Responsibilities

• Serve as a warm, positive, and professional first point of contact for veterans, families, volunteers, donors, partners, and community visitors.
• Model Patriots' Hall's 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 Quick Books workflows; prior exposure to Quick Books or similar accounting systems is strongly preferred.

Programs, Events & Facility Support

• Provide administrative…