Operations and Administration Manager

About CO.LAB

CO.LAB is a nonprofit organization supporting entrepreneurial growth in Southeast Tennessee, connecting founders and growing companies with programming, capital pathways, customers, mentors, and regional partners.

Position Summary

The Operations and Administration Manager oversees the organization’s day-to-day administrative, financial, human resources, compliance, and governance support functions. The position coordinates with external accounting providers and other professional partners; maintains organizational records, contracts, filings, and operational systems; administers grant reporting and financial documentation; and supports the CEO, Board of Directors, and cross-departmental initiatives. The Manager maintains established processes and reporting practices and improves them as organizational needs evolve.

Financial Operations and Accounting Coordination

• Coordinate with CO.LAB’s external accounting provider on monthly financial reporting, transaction allocations, reconciliations, accounts payable and receivable, and resolution of accounting questions.
• Review financial reports and supporting records with leadership; monitor budgets, cash activity, receivables, and outstanding financial obligations.
• Coordinate annual audit preparation, auditor requests, management documentation, and information needed for Form 990 and other tax-related filings.
• Maintain supporting documentation for restricted contributions, sponsorships, reimbursements, and financial reporting.
• Coordinate accounting and financial administration as needed for the Founders Fund and Growth Management Fund with their separate external accounting provider; maintain related records and support reporting and communications.

Grant Administration and Compliance

• Create and maintain grant applications, agreements, budgets, reporting calendars, supporting documentation, and grant files using established spreadsheets and shared records.
• Coordinate collection and verification of program metrics, timekeeping information, transaction documentation, and other information required for grant and contract reporting.
• Prepare and submit periodic grant reports, reimbursement requests, invoices, and related correspondence in collaboration with program staff and external partners.
• Track grant spending against approved budgets and funding restrictions; identify missing receipts, allocation questions, and other documentation needed for reimbursement or audit support.
• Maintain historical grant information and reporting procedures to support continuity, annual reporting, and future funding applications.

Human Resources and Benefits Administration

• Coordinate employee onboarding and offboarding, including required documentation, system access, benefits enrollment or termination, and personnel-file maintenance.
• Administer employee benefits processes in coordination with payroll providers, insurance carriers, and leadership. Assist as needed with routine payroll.
• Maintain confidential HR records, support policy administration, and coordinate employee-related documentation and compliance needs.

Corporate Administration, Compliance, and Vendors

• Prepare, coordinate, and maintain required external business filings, registrations, tax-related documentation, contracts, and internal organizational records.
• Manage administrative relationships with vendors, service providers, and organizational partners, including contracts, billing questions, renewals, and related records.
• Coordinate organizational insurance administration, renewals, audits, and documentation with brokers, carriers, and leadership.
• Oversee general office administration, supplies, facilities-related coordination, travel arrangements, and related expense documentation.

Board and Executive Administration

• Provide administrative support to the CEO and Board of Directors, including meeting coordination, agendas and materials, meeting minutes, agreements, and board updates as needed.
• Maintain organized board and governance files, historical records, and documentation supporting financial and audit presentations.
• Coordinate follow-up communications and administrative action items arising from board and leadership meetings.

Operational Systems and Cross-Departmental Support

• Maintain established internal structures, shared drives, recordkeeping systems, templates, and recurring reporting processes; refine workflows as programs and organizational needs change.
• Support consistent use of organizational systems, including HubSpot and shared administrative and reporting tools, as assigned.
• Collaborate with program, development, and leadership teams on operational needs, event logistics, programming activities, and other cross-departmental projects as needed.
• Support the collection and organization of information for organizational reporting, development activities, and external communications.

Qualifications and Experience

• Experience in operations, administration, financial coordination, or a comparable role; nonprofit and grant-funded organization experience preferred.
• Strong organizational, project-management, communication, and relationship-management skills, with the ability to manage competing deadlines.
• Experience maintaining confidential personnel, financial, and governance records with attention to detail.
• Proficiency with Google Workspace and spreadsheets; ability to learn and administer accounting, payroll, CRM, and other business systems.
• Comfort coordinating across departments and with external accountants, vendors, funders, and board members.

Working Conditions and Compensation

Professional office environment with local meetings and hybrid work arrangements as approved. Compensation, benefits, and any physical requirements to be confirmed by CO.LAB before posting.

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Professional development assistance
• Vision insurance

Work Location: In person