Executive Assistant / Bookkeeper Job at HOME BUILDERS ASSOCIATION OF TENNESSEE i

Overview

The Home Builders Association of Tennessee (HBAT) is a statewide trade association representing the interests of the residential construction industry. We provide advocacy, education, networking, and resources to our members across Tennessee. We are seeking a detail-oriented and versatile Operations Coordinator / Assistant with strong organizational skills and QuickBooks experience to support daily operations and ensure smooth business functions.

Responsibilities

• Administrative & Operations Support: Provide administrative support to the Chief Executive Officer and Executive Committee; manage office operations, files, and correspondence; coordinate scheduling of meetings, events, and committee activities; prepare reports, agendas, and minutes for board and committee meetings.
• Membership Management: Maintain and update the membership database, ensure accuracy of contact information, dues status, and engagement history; process membership applications, renewals, and terminations; generate membership reports and support retention and recruitment initiatives; assist in member communications including newsletters, event promotions, and reminders.
• Continuing Education (CE) Tracking & Certification: Track members’ continuing education credits and maintain accurate CE records; issue CE certificates to members who complete approved courses; assist members with CE reporting requirements and renewal processes.
• Finance & Compliance: Manage accounts payable and receivable using QuickBooks; prepare and process invoices, checks, and deposits; reconcile monthly bank and credit card statements; assist with budget tracking and financial reporting; support annual audit preparation and record-keeping; file required state reports including PAC compliance, wage reports, and annual filings; maintain accurate association records in line with nonprofit reporting standards; assist with grant or program documentation when applicable.
• Event & Member Support: Serve as a point of contact for member inquiries; support event logistics, registration, sponsorship tracking, and onsite coordination; assist with digital communications including website updates and social media.

Qualifications

• Proficiency in QuickBooks required.
• Associate’s or Bachelor’s degree in business, accounting, nonprofit management, or related field (preferred but not required).
• Minimum 2+ years of experience in office administration, operations, or bookkeeping.
• Experience working with a membership database or CRM system.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience working in a nonprofit or membership-based organization preferred.
• Professional development and industry networking opportunities.