Office Manager

Conservators Center, INC.; Burlington (NC); On-site; Full time

Job summary

An established industry player is seeking an Office Manager to ensure smooth operations across various functions, including retail and visitor services. This role requires a proactive and detail-oriented individual who excels in communication and organization. The ideal candidate will manage day-to-day financial operations, oversee gift shop staff, and provide interdepartmental support. With a flexible schedule and regular weekend availability, this position offers a dynamic work environment where your contributions will directly impact the organization's success. Join a dedicated team and make a difference in a vibrant community setting.

Qualifications

• Strong communication and organizational skills are essential.
• Experience in bookkeeping preferred but not required.

Responsibilities

• Manage administrative tasks and interdepartmental projects.
• Supervise gift shop operations and personnel.

Skills

Excellent communication skills

Highly organized

Experience bookkeeping

Customer service skills

Proactive team player

Comfortable using new software

Education

College degree or 2 years experience in office administration

Tools

Quickbooks

Square

Basecamp

Little Green Light

Connecteam

Google Workspace

Job description

The Office Manager is responsible for ensuring the smooth and efficient operation of the core business functions, retail shop, and Visitor Services, as well as supporting leadership and other managers across the organization. The ideal candidate will be a positive team player with business acumen who is motivated, detail-oriented, proactive, and has excellent communications skills.

This is an onsite position, with some schedule flexibility. Regular weekend availability required. This description is not intended to be comprehensive, but instead to provide an overview of roles and tasks, with other duties assigned by the Executive Director (ED) as needed.

RESPONSIBILITIES & ESSENTIAL FUNCTIONS

• Perform various administrative tasks and manage interdepartmental projects in support of the ED and other managers.
• Establish/maintain documentation for business processes and procedures.
• Manage day-to-day financial operations
  • Make periodic bookkeeping entries into Quickbooks and ensure appropriate supportive documentation of invoices.
  • Manage petty cash and transfer of funds between business accounts as needed/requested.
  • Manage bill and tax payments, petty cash, limited 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 (e.g., Square, Little Green Light, Basecamp, Connecteam, Google Workspace), 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.
• Provide inter-departmental support through project management and administrative support
  • Coordinate inter- and cross-departmental processes like staff meetings and disseminate information as needed.
  • Facilitate purchasing for the business, gift shop, and other departments by request.
  • 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.
• Experience bookkeeping preferred but not required—must demonstrate proficiency with our system upon completion of training.
• Comfortable using or learning new software and programs, e.g., Square, Basecamp, Little Green Light, Connecteam.
• Proactive team player willing to support others and lead when needed.
• Excellent customer service and interpersonal skills.
• Must be available to work weekends.

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 $12-15/hr to start, based on experience and capacity.