Part-Time Operations & Finance Coordinator

The Operations & Finance Coordinator supports the day-to-day administrative and financial operations of the agency, ensuring that internal systems run smoothly and efficiently. This role is responsible for executing bookkeeping transactions, coordinating payroll and billing processes, maintaining organized financial records, and supporting overall office operations.

This person will work closely with company leadership and an external fractional CFO who provides strategic financial oversight, focusing on accurate execution, organization, and operational support rather than financial analysis or strategy. This position reports to the Director of Strategy and Integration and plays a key role in maintaining the operational foundation of the agency.

The job comes with a competitive hourly rate of $22-32 and includes flexible scheduling and a collaborative, supportive work environment.

Fieldtrip is a branding, web, and advertising agency. Led by boundless curiosity, Fieldtrip is a cause-driven agency that amplifies nonprofits and their impact. We dig in deep and develop meaningful solutions to support both you and those you support. Our niche is nonprofit organizations where people are the focus. We strive to Do Good.

Responsibilities

Finance & Bookkeeping Execution

• Process client invoicing and monitor accounts receivable
• Enter vendor bills and coordinate payments (ACH, check, credit card)
• Maintain accurate records in accounting systems (QuickBooks and Quicken)
• Reconcile bank and credit card accounts monthly
• Support payroll processing, reporting and retirement plan compliance
• Maintain billing worksheets, financial trackers, and supporting documentation
• Prepare financial records and reports for review by the fractional CFO
• Assist with insurance renewals and financial compliance tasks
• Gather and organize documentation for tax preparation
• Support the team by aiding in the media billing process, including receiving, processing, and routing invoices appropriately 

Administrative & Office Operations

• Manage office supplies, mail, and filing systems
• Coordinate service vendors (cleaning, security, equipment maintenance)
• Maintain contact databases and shared administrative files
• Support scheduling, meeting logistics, and basic office coordination
• Assist leadership with administrative projects as needed
• Help maintain an organized, efficient workplace environment

HR & Benefits Support

• Assist with new employee onboarding logistics and documentation
• Maintain HR files and compliance records
• Support retirement plan administration and employee paperwork
• Support benefit plan selection and maintenance

Required Skills

• Detail-Oriented: Maintain accuracy across financial records and administrative systems
• Organization: Build and manage efficient processes across multiple responsibilities
• Communication: Proactively share updates on deadlines, priorities, and potential issues
• Reliability: Consistently execute recurring tasks with a high level of ownership
• Adaptability: Balance focused financial work with responsive administrative needs
• Confidentiality: Handle sensitive financial and employee information with discretion

Qualifications

• Located in Louisville or willing to travel to Louisville 2 days per week
• 3+ years of experience in administrative, bookkeeping, or office operations roles
• Experience with accounting software (QuickBooks preferred)
• Proficiency in Google Workspace or similar office tools
• Ability to manage multiple recurring responsibilities independently
• Experience in a small business environment preferred