Employment Opportunities
Office Manager
The Office Manager is responsible for ensuring the smooth and efficient operation of the core business functions, retail shop, and Visitor Services, and supporting leadership across the organization. The ideal candidate will be a positive team player with business acumen who is motivated, detail-oriented, proactive, and has excellent communication skills. This is an on-site position, with some schedule flexibility. Some on-site hours are required every weekend. This description is not intended to be comprehensive but to provide an overview of roles and tasks, with other duties assigned by leadership, as needed.
RESPONSIBILITIES & ESSENTIAL FUNCTIONS
- Perform various administrative tasks and manage interdepartmental projects in support of leadership
- Establish/maintain documentation for business processes and procedures
- Manage day-to-day financial operations
- Make bookkeeping entries into QuickBooks and ensure appropriate supportive documentation of invoices
- Support grant application, tracking processes, and performing other related tasks
- Manage bill and tax payments, petty cash, banking, and information relay to others as requested
- Support other departments with documentation, budget management, inventories, and projects as requested
- Supervise gift shop/Visitor Services facilities and personnel
- Hire, onboard, train, and supervise gift shop employees
- Includes organization’s processes and procedures, customer service, phone etiquette, software operation, inventory, and daily Visitors Center cleaning and restocking expectations
- Manage gift shop including inventory, ordering, and stocking
- Ensure safety and cleanliness in and around the Visitors Center
- Directly supervise visitors services and gift shop when open to the public
- Provide direct customer support as needed, including in person, phone, or email
- Hire, onboard, train, and supervise gift shop employees
- Provide inter-departmental support through project management and administrative support
- Collaborate and project manage across departments on major projects as needed, including (but not limited to) Signature Events and other multi-departmental events, fundraising campaigns, initiatives, and site development projects
- Coordinate inter- and cross-departmental processes like staff meetings and disseminate information as needed
- Manage purchasing for the business, gift shop, and other departments by request
- Support internal communicatino
- Support communications and promotional tasks
- Provide administrative support to department leads as requested (e.g., posting job descriptions for hiring, coordinating print job pickups, calling vendors)
- Manage weekly mail pickup and processing, shipping packages, and sending mail
- Perform occasional offsite errands, including some purchasing, mail, and other tasks as needed
SKILLS & QUALIFICATIONS
- Excellent communication skills, both written and verbal
- Highly organized and able to manage multiple workstreams
- Proactive team player willing to support others and lead when needed
- Excellent customer service and interpersonal skills
- Proficient using computers, email, Excel, Word, Google Workspace
- Experience bookkeeping preferred but not required—must demonstrate proficiency with our system upon completion of training
- Comfortable using or learning new software and programs
- Must be available to work weekends
- Must be able to operate and drive company vehicles, including a large cargo van as needed to support business operations; training offered onsite
EDUCATION & EXPERIENCE
- College degree or at least two years’ experience in an office administrative/financial management role
LICENSURE, CERTIFICATION, & REGISTRATION
- Valid Driver’s License and reliable transportation
- First aid and CPR current certification required; training offered onsite
- FEMA ICS 100 Level training completion required; training offered onsite
- Organization-specific contingency plan training completion required; training onsite
WORK ENVIRONMENT
- Requires prolonged standing or sitting, significant walking, and some bending, stooping, and stretching
- Requires hand-eye coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment
- Requires use of computers and computer systems (hardware and software)
- Requires lifting up to 50 pounds occasionally
- Requires occasional work outdoors in inclement weather conditions
- Must remain flexible and available to provide assistance for any/all emergency situations
COMPENSATION
- Hourly $15-$17/hr to start, based on experience and capacity
