Finance & Operations Administrator

Gatton Park on the Town Branch Park•Lexington, KY

About The Position

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.

Requirements

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

Nice To Haves

Experience working with or coordinating external vendors or consultants preferred
Nonprofit experience a plus

Responsibilities

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