What are the responsibilities and job description for the Operations Coordinator position at Welcome Home Angel?
Operations Coordinator – Nonprofit Operations & Systems
Welcome Home Angel is looking for a high-agency operator who sees a broken process and fixes it — not just flags it. If you default to building a system rather than doing something manually twice, and you care about mission, this role was built for you.
About Welcome Home Angel
Welcome Home Angel transforms the homes of individuals and families navigating illness, disability, or the challenges of aging — ensuring home remains a place of safety, comfort, and dignity for those receiving care and the people who care for them. We've been doing this work since 2007, and we're growing.
This is a full-time, hybrid position based in Wilmington, NC. You'll report directly to the CEO and sit at the center of WHA's operational infrastructure.
What You'll Do
Fundraising & Development Back Office (30%)
- Manage gift processing, acknowledgment workflows, donor records, and CRM data hygiene so the development team can focus on frontline fundraising.
- Prepare donor reports, giving dashboards, and prospect lists; manage third-party giving platforms and reconcile development transactions.
- Support grant administration — tracking deadlines, organizing materials, and supporting compliance documentation.
Project Coordination & Close-Out (30%)
- Own the administrative wrap-up of Angel projects: expense reconciliation, vendor follow-up, documentation completion, and case archiving.
- Track open items across the portfolio, surface delays proactively, and coordinate post-project evaluation outreach (3-month and 12-month surveys).
- Identify patterns in close-outs that signal process improvements and bring recommendations forward.
Executive & Organizational Operations (25%)
- Serve as an operational partner to the CEO — owning high-priority projects that require judgment, discretion, and follow-through.
- Manage the CEO's priority dashboard, prepare briefing materials, and coordinate cross-functional communications and board meeting prep.
- Exercise independent judgment within defined parameters; escalate only what genuinely requires CEO input.
Systems & Technology (15%)
- Serve as WHA's internal point person for technology platforms — maintaining integrations, troubleshooting issues, and onboarding staff to tools and workflows.
- Identify and build automations using no-code tools (Zapier, Make, Power Automate, or similar); develop and maintain SOPs for recurring processes.
What You Bring
- 2–3 years of experience in an operations, systems, or coordination role.
- Proficiency with Microsoft 365 or Google Workspace and at least one project management tool (Monday.com, Asana, Notion, or similar).
- Demonstrated experience with no-code automation tools — you can build a working automation, not just describe one.
- Comfortable with CRM platforms and data: running reports, cleaning records, building dashboards, interpreting trends.
- Strong organizational instincts with a bias toward documentation — you build SOPs because they make the work better, not because someone told you to.
- Able to operate independently in ambiguous environments and hold multiple active workstreams without losing threads.
- High degree of discretion and judgment — you'll handle confidential organizational, donor, and family information.
- Excellent written and verbal communication skills; able to draft correspondence and reports with minimal direction.
- Reliable vehicle, valid driver's license, and current car insurance.
Bonus: experience with nonprofit fundraising platforms (Bloomerang or similar), familiarity with grant tracking workflows, comfort with AI productivity tools (Claude, Copilot, ChatGPT), or background in a small nonprofit or startup.
Pay: $16.00 - $22.00 per hour
Expected hours: 20.0 – 30.0 per week
Work Location: In person
Salary : $16 - $22