Operations & Administrative Coordinator

Position Summary
The Operations & Administrative Coordinator is a key support role within the Duluth Armory Arts & Music Center, assisting with day-to-day administrative operations, financial coordination, tenant communication, grant support, and organizational logistics during a transformational period of redevelopment and growth.

This position works closely with the Executive Director and leadership team to help organize systems, maintain communication, support reporting and financial tracking, and ensure smooth operations across multiple projects, partners, and stakeholders.

The ideal candidate is highly organized, detail-oriented, adaptable, and excited to be part of a historic arts and community redevelopment project.
________________________________________
Key Responsibilities
Administrative Operations
• Provide day-to-day administrative support to the Executive Director and leadership team
• Manage calendars, meetings, agendas, and organizational correspondence
• Coordinate internal documentation, contracts, and organizational files
• Assist with board meeting preparation, packets, and record keeping
• Support office systems, policies, and operational procedures
• Help maintain project management systems and shared organizational tools

Financial Coordination
• Assist with invoice processing, expense tracking, and vendor payments
• Coordinate tenant billing and rent tracking
• Support budget tracking and financial reporting preparation
• Organize receipts, documentation, and financial records for accounting and audits
• Work alongside bookkeeping and accounting partners to maintain accurate records
• Assist with donation tracking and CRM/database entry

Tenant & Partner Relations
• Serve as a point of contact for building tenants, vendors, and community partners
• Assist with tenant communication, scheduling, and onboarding
• Coordinate lease documents, certificates of insurance, and operational needs
• Help support tours, meetings, and partnership engagement within the building

Grant & Development Support
• Assist with grant research and application preparation
• Help gather organizational materials, budgets, and supporting documentation
• Track grant deadlines, reporting requirements, and deliverables
• Support fundraising campaigns, donor correspondence, and sponsorship logistics

Communications & Donor Support
• Assist with organizational communications including newsletters, email updates, and stakeholder correspondence
• Coordinate donor acknowledgement letters and thank you communications
• Support mailing lists, contact databases, and CRM record management
• Help prepare communication materials for fundraising campaigns, tours, community outreach, and special events
• Assist with drafting internal and external organizational updates
• Coordinate printing, mailing, and distribution of select materials as needed

Project & Event Support
• Assist with building tours, stakeholder visits, and community engagement activities
• Support planning meetings, event logistics, and operational coordination
• Help coordinate vendors, volunteers, and contractors as needed
• Assist with special projects tied to redevelopment and programming initiatives

Preferred Qualifications
• 4+ years of experience in administration, nonprofit operations, office management, or related fields
• Strong organizational and communication skills
• Experience with financial tracking, invoicing, or bookkeeping support preferred
• Comfortable managing multiple projects and shifting priorities
• Proficiency in Microsoft Office and Google Workspace
• Experience with CRM, project management, or accounting software is a plus
• Strong written communication and proofreading skills preferred
• Interest in arts, culture, nonprofit work, historic preservation, or community development preferred

Desired Characteristics
• Self-starter with strong attention to detail
• Positive and collaborative attitude
• Comfortable in a fast-paced startup-style environment
• Strong customer service and relationship-building skills
• Ability to handle confidential information professionally
• Flexible and willing to grow alongside the organization

Additional Responsibilities
• Perform other duties and special projects as assigned by the Executive Director.
• Assist with organizational priorities as they evolve during the redevelopment and growth of the Duluth Armory Arts & Music Center.
• Participate in staff meetings, strategic planning initiatives, and organizational events as requested.

Compensation & Schedule
• $22.00 – $26.00 per hour, depending on qualifications and experience.
• Evening or weekend hours will be required for meetings, events, tours, or special projects.
• The organization is open to discussing both part-time and full-time employment arrangements with qualified candidates.
• Position is primarily based in the Duluth Armory offices.
• This position offers the opportunity to grow alongside the organization, with potential for expanded responsibilities and professional development as the Armory project advances.

To Apply – Please submit a resume and cover letter to:
Deb Schaber, Executive Director
JoinUs@dulutharmory.org
Applications will be reviewed on a rolling basis until the position is filled.