Administrative & Operations Coordinator

Overview
The Administrative & Operations Coordinator is a flexible part-time role that delivers administrative, member services, accounting, and technology support to FEMA staff. This position is key to maintaining smooth operations during peak workloads, staff absences, and major conventions, while supporting FEMA’s lean, cost-conscious model. The role is intentionally flexible — scaling up during pre-meeting and convention periods and scaling down during lighter months. We are open to either a W2 part-time employee or a fractional consultant/contractor (1099), depending on the candidate’s preference and experience.

Employment Details

● Status: Part-time, flexible (typically 20–28 hours per week, under 32)

● Schedule: Core hours generally 9:00 AM–1:00 PM or 10:00 AM–2:00 PM, with additional hours available during peak seasons

● Work Model: Hybrid (strong preference for candidates in the St. Louis metro area; remote flexibility possible)

● Compensation: $28,000 – $35,000 annualized equivalent (depending on experience, exact hours, and W2 vs 1099 arrangement)

● Benefits: None for part-time W2; 1099 consultants are responsible for their own taxes and benefits

● Target Start Date: May / June 2026

● Reports To: EVP

● Works Closely With: Finance Director and FEMA staff

Key Responsibilities

● Assist with preparation and execution of FEMA conventions and meetings (2x annually)

● Support event registrations, deposits, confirmations, and attendee follow-up

● Assist with marketing campaigns and member communications

● Maintain and update the member directory and internal databases

● Provide general administrative and operational support as needed

Technology & Systems Support

● Support the transition to and day-to-day use of a new Association Management Software (AMS) — full training will be provided

● Help lead the implementation of QuickBooks for accounting processes (current systems will transition to QuickBooks)

● Manage data entry, reporting, workflows, and basic troubleshooting across systems

● Support implementation and optimization of new technology tools

Accounting & Operations Support (Backup Coverage)

● Assist with accounts receivable (A/R) and accounts payable (A/P) processing

● Process deposits and registration payments

● Provide backup support during Finance Director absences

● Assist with month-end close tasks under the direction and oversight of the Finance Director

● Coordinate with FEMA’s external accounting firm as needed

Peak Period & Convention Support

● Increase availability during pre-meeting and convention months

● Support registration tracking, materials preparation, on-site logistics, and post-event reconciliation

Qualifications & Experience

● 1–3+ years of administrative, coordination, or operations experience

● Proficiency in QuickBooks (or strong willingness and ability to become proficient quickly as we implement it)

● Experience with or strong aptitude for database/CRM systems and association management software (AMS) is highly desirable

● Solid skills in Microsoft 365 (Outlook, Excel, Word, Teams) and comfort learning new platforms quickly

● Basic accounting or bookkeeping exposure

● Strong organizational, communication, and follow-up skills

● Experience in associations, nonprofits, or small business environments is a plus

Skills & Attributes

● Highly organized, detail-oriented, and reliable

● Tech-savvy and eager to learn new systems and processes

● Calm and steady during peak workload periods

● Adaptable with a strong service mindset

● Professional, trustworthy, and comfortable working independently

● Interested in long-term growth within an association

Role Impact & Growth

This position provides essential operational support while offering real growth potential. The successful candidate will play a key role in implementing QuickBooks and a new AMS. We welcome both emerging professionals looking for a stable part-time W2 role and experienced fractional consultants who may also bring higher-level expertise.

Pay: $28.00 - $35.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in St. Louis, MO 63141