Airtable Systems Consultant to Design, Build, and Train an Investment Operations Hub

We are a mission-driven nonprofit working to close the investment gap for underrepresented founders and the communities they serve. We manage a growing portfolio of program-related investments and fiscal sponsorship transactions, and we are modernizing our technology stack to scale with intention. As part of that transition, we are positioning Airtable as our operational backbone alongside a new CRM and a new fund accounting system. We are looking for an experienced Airtable consultant to audit our current setup, architect the right structure, build it out, and train our team to run it independently. This is a phase-based, fixed-fee project delivered over 8 to 12 weeks. Two super users (our COO and Program Manager) will own the system after handoff, with one to two view-only users. Phase 1, Discovery and Systems Architecture (Weeks 1-2, roughly 7 to 10 hours). Audit our existing Airtable setup and current spreadsheets, then deliver a written roadmap of 5 to 7 pages in plain English. It should cover a data ownership map across our three core platforms, a proposed Airtable architecture, an integration assessment (native, Zapier or Make, or manual sync) with a budget estimate, and a migration plan. This roadmap is approved before Phase 2 begins. Phase 2, Build and Configure (Weeks 3-8, roughly 25 to 50 hours). Build three core workflows in Airtable. First, a founder engagement pipeline: refine our existing website intake form and review workflow into a clean, end-to-end process. Second, a transaction closing tracker (new build): a stage-gate workflow covering each step from documents received through funding and onboarding, with role-based task assignment, automations for notifications, stage advancement and reminders, and role-tailored views. Third, portfolio tracking (new build): replace our multi-tab spreadsheet with Airtable tables and dashboards for portfolio summaries, individual investment records, and capital call tracking, connected so completed transactions flow into the portfolio view. Phase 3, Training and Handoff (Weeks 9-10, roughly 5 to 10 hours). Train our two super users on day-to-day usage, administration (fields, views, automations, permissions), and troubleshooting. Deliver live training plus written documentation or recorded walkthroughs. What success looks like: a fully configured, tested Airtable system our team can maintain and evolve on our own, with clean documentation and no dependence on outside help for routine changes. What we are looking for: proven Airtable builds, ideally for nonprofit or impact-oriented organizations; strong command of relational structure, formulas, rollups, automations, and Interfaces; experience integrating Airtable with CRM and accounting platforms; familiarity with fund accounting, investment tracking, or grant management as a strong plus; and a clear communicator who documents their work and builds for team ownership. Out of scope: CRM and accounting platform configuration, custom API or code-heavy integrations, ongoing administration beyond training, and historical data entry (we handle entry based on your migration plan).