Operations Manager

Job description

The Home Builders Association of Tennessee (HBAT) is a not-for-profit, 3,000-member statewide trade association representing the interests of the residential construction industry. We provide advocacy, education, networking, and resources to our members. Established in 1960, the HBAT has 11 local associations across the state. HBAT, along with our locals, are also members of the National Association of Home Builders (NAHB). HBAT’s role is to support our affiliate associations throughout the state of Tennessee, be the voice for the housing industry at the state level and act as a liaison between the local and national organizations.

HBAT is seeking a motivated and detail-oriented Operations Coordinator with QuickBooks experience to support daily operations, bookkeeping, and administrative functions of the association. The ideal candidate will play a key role in maintaining accurate financial records, assisting with various accounting tasks, managing administrative functions, coordinating events and meetings, maintaining membership database and continuing education (CE) credits, ensuring compliance with reporting requirements, administrative support to HBAT committees and council, and perform other duties assigned by the CEO. This role requires excellent organizational skills, attention to detail, and a strong understanding of basic accounting principles.

Operations & Administrative Support

• Manage daily office operations including scheduling meetings, taking meeting notes, answering phone calls, responding to emails, and maintaining official records.

• Maintain organized filing systems, both electronic and paper documents.

• Assist in preparing reports, presentations, agreements, and correspondence.

• Track internal deadlines and follow up to ensure timely completion of tasks.

• Provides support to HBAT committees/councils.

• Implement and update bylaws and operational policies and procedures.

Bookkeeping

• Process accounts payable/receivable and ensure timely invoicing using QuickBooks Online.

• Reconcile bank accounts and credit card statements.

• Assist with the preparation of monthly and year-end financial reports.

• Coordinate with CPA for tax filings and year-end reporting.

• Submit Political Action Committee reports, wage reports, and annual reports filing.

• Manage office resources, supplies, and budgetary allocations.

Membership and Continuing Education

• Maintain and update the membership database ensuring accuracy of contact information, online membership directory, engagement history, and updating other software programs.

• Issue continuing education certificates and track CE hours for members.

• Assist local associations with recruitment and retention efforts for local associations.

• Assist with member communications efforts including newsletters, event promotions, reminders, website updates and social media.

Meeting and Event Coordination

• Support the planning and coordination of conferences, board meetings, committee meetings, and member events.

• Works with local HBA Executive Officers to ensure attendance of HBAT Directors and Local Presidents at state board meetings and events.

• Track event registrations and prepare materials.

Performs other duties as assigned by the CEO.

Qualifications

• Bachelor’s degree in business, accounting, nonprofit management, or related field (preferred but not required).

• Proficient with Microsoft Office Suite and QuickBooks Online required.

• Minimum 2+ years of experience in office administration, operations, or bookkeeping.

• Experience working with a membership database or CRM system.

• Excellent verbal and written communication skills.

• Flexibility to adapt to changing priorities and extended hours during events.

Professional Expectations

• Consistent in-office presence during established hours; remote work possible on Fridays when schedule allows.

• Flexibility to work additional hours leading up to annual meetings and events

• Independent ownership of assigned responsibilities and deadlines.

• Professional representation of the association in all interactions

Location: Downtown Nashville

Salary Range: Based on experience.

The Home Builders Association of Tennessee offers a comprehensive benefits package, including health insurance, dental insurance, vision insurance, retirement plan, paid time off, holidays, paid parking, and professional development opportunities.

If you are a highly organized and detail-oriented individual with bookkeeping experience, please submit your application including a cover letter, resume, and references to membership@hbat.org. We look forward to hearing from you!

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person