Operations & Administrative Manager

Operations & Administrative Manager 
Status: Full-Time
Reports To: Executive Director 
Location: Columbus, Indiana

About the Organization
The Columbus Area Visitors Center (CAVC), operating as Visit Columbus, promotes Columbus and Bartholomew County as a vibrant destination for visitors, meetings, and events. Through strategic marketing, partnerships, and visitor services, the organization works to increase visitation, generate economic impact, and enhance community pride by showcasing the area’s unique architecture, attractions, and experiences.

Position Summary
The Operations & Administrative Manager plays a key role in ensuring the efficient daily operations of Visit Columbus and the Columbus Area Visitors Center. This position oversees office administration, financial recordkeeping, facility coordination, and organizational processes while maintaining accurate systems and documentation.
This role works closely with and serves as a key administrative partner to the Executive Director, providing support with organizational coordination, board and committee administration, and internal communications. The Operations & Administrative Manager serves as an operational hub for the organization, helping ensure that internal processes, financial systems, and administrative functions run smoothly in support of Visit Columbus’ mission and strategic priorities.
 
Key Responsibilities
Internal Communications & Records

• Facilitate Board of Directors and Governance Committee activities including meeting notices, materials, attendance records, and minutes.
• Facilitate Grants Committee and Finance Committee meetings and documentation.
• Assist the Executive Director with board communications, documentation, scheduling, and governance coordination.
• Maintain monthly and quarterly organizational performance measures. Maintain and securely file vital organizational documents and records.
• Support internal communications and information flow among staff, leadership, and board members.
• Provide administrative assistance to the Executive Director including scheduling, correspondence, document preparation, and coordination of organizational materials.

Visitors Center Facility Management

• Monitor and manage building-related contracts including insurance policies and elevator service agreements.
• Ensure facility safety and compliance including fire extinguishers, AED maintenance, security systems, emergency exits, lighting, and floor safety.
• Monitor and purchase office and cleaning supplies. Coordinate and facilitate the building maintenance plan.
• Maintain office equipment including copiers, phone systems, postage systems, and related technology.
• Serve as the primary point of contact for facility-related vendors and needs.

 
Financial Management & Bookkeeping

• Perform monthly bank reconciliations for all organizational accounts. Transfer funds among bank accounts as needed to support operations. Track and post credit card transactions.
• Record all organizational income including innkeeper’s tax, tours, gift shop sales, memberships, conference room rentals, and donations.
• Submit sales tax filings.
• Review and process accounts payable.
• Generate invoices and track accounts receivable.
• Prepare monthly financial reports for leadership and board review.
• Facilitate the annual audit process and submit required reports to the Indiana State Board of Accounts.
• Submit annual filings including entity reports, 1099s, and related compliance documents.
• Obtain monthly collections reports from the Bartholomew County Treasurer and maintain monthly and annual tax collection spreadsheets.
• Work with the Executive Director to establish and monitor the annual organizational budget.
• Identify and report concerns related to financial transactions or the financial condition of the organization.

Organizational Operations

• Support the Executive Director in coordinating internal operations and administrative priorities.
• Assist with operational planning and implementation of internal systems, processes, and procedures.
• Ensure consistency, accuracy, and efficiency across administrative and operational functions.
• Support staff coordination and organizational logistics as needed.

Other Duties

• Provide administrative and operational support to staff as needed.
• Assist in coordinating organizational events, meetings, and internal initiatives.
• Perform additional duties as assigned to support organizational operations and priorities.

Key Performance Indicators (KPIs)
Performance for this role may be evaluated based on metrics including but not limited to:

• Accuracy and timeliness of financial records and reporting.
• Successful coordination of board and committee meetings and documentation.
• Efficiency and organization of administrative systems and processes.
• Compliance with financial, audit, and reporting requirements.
• Effective facility management and operational support.
• Responsiveness and support provided to the Executive Director and organizational leadership.

Desired Skills and Experience

• Bachelor’s Degree and a minimum of three (3) years of experience in office management, accounting, administration, or a related field.
• Ability to work independently while maintaining strong organizational and time management skills.
• Strong grammar, writing, and communication skills. Ability to apply double-entry accounting principles.
• Experience using bookkeeping software such as QuickBooks or similar systems.
• Strong computer skills including word processing, spreadsheets, databases, presentations, email systems, and related office software.
• Ability to function effectively in a fast-paced, multi-tasking environment.
• Ability to interact effectively with staff, leadership, board members, vendors, and partners.
• Ability to read, analyze, and interpret financial reports, technical materials, and organizational documents.
• Ability to understand and explain financial statements including profit and loss statements, balance sheets, and reconciliations.
• Ability to identify problems, gather and analyze data, and develop practical solutions.
• Ability to operate office equipment including computers, scanners, copiers, phones, and audio/visual equipment.

Physical Requirements

• The physical demands described here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations will be made to enable individuals with disabilities to perform these functions.
• Regularly required to sit, stand, walk, reach with hands and arms, climb or balance, and stoop.
• Use hands for keyboarding and handling office materials.
• Ability to communicate effectively through speaking and listening.
• Frequently lift and/or move up to 20 pounds and occasionally up to 30 pounds.
• Close vision, distance vision, peripheral vision, and depth perception.
• Ability to travel outside the Bartholomew County area up to approximately 10% of the time.

Benefits
Health, dental, and vision insurance. Employee Assistance Program.
Paid vacation and professional development opportunities. 401(k) with 8% employer match after one year.

Work Environment
The work environment includes a combination of office operations, staff coordination, and occasional community engagement. No two days are the same, as the role involves supporting leadership, managing internal systems, coordinating facility needs, and helping ensure the organization operates efficiently.
Our team values collaboration, professionalism, and a positive workplace culture. Staff work together to support the mission of Visit Columbus and to highlight the many attractions, events, and experiences that make the area a great place to visit.
Reasonable accommodations are available to enable individuals with disabilities to perform essential job functions.

Equal Opportunity Employer
The Columbus Area Visitors Center is an equal opportunity employer and is committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status under applicable law.
 
Disclaimer
This job description is intended to describe the general nature and level of work being performed and is not intended to be an exhaustive list of responsibilities, duties, or qualifications. Responsibilities may change as organizational needs evolve.