Office Manager

Job Summary:
We are seeking an experienced Office Manager to oversee daily operations, administrative functions, and bookkeeping at our office. The ideal candidate will be organized, detail-oriented, and capable of managing various office tasks efficiently.

Qualifications:

• Associates degree or BS in Business or Accounting
• 5 years work experience
• Solid organizational skills
• Exceptional interpersonal skills to communicate effectively with Board members, members, volunteers, contractors and suppliers, and the public
• Outstanding written and oral communications skills
• Ability to manage multiple ongoing projects at once
• Demonstrated ability to manage membership/donor database software, with experience in Little Green Light preferred
• Willingness to tackle new projects and technology issues to ensure smooth operations of the Foundation office and effective membership communications
• Skill at using Microsoft Office, including Word and Excel, and willingness to master new software programs to enhance office operations and membership outreach.
• Experience with Quickbooks (desktop) or Quickbooks Online
• Absolute discretion and strict adherence to the Foundation’s employee confidentiality policy
• Strong commitment to the goals of the Foundation and an appreciation of its history and activities
• Experience with Wordpress preferred
• Non-profit experience preferred
• Experience with financial closing deadlines, internal controls, policies and procedures, and external audit support preferred

Overall Responsibilities:

The Office Manager is responsible for effective support operations of the Waterford Foundation. In this capacity, the Office Manager is expected to serve as a central coordination point for the operational aspects of Foundation programs, Board activities, and office support functions. The Office Manager is expected to provide an informed and helpful presence to Foundation members, members of the Board of Directors, volunteers and the public.

The Office Manager reports to the Executive Director and coordinates closely with all members of the office staff and appropriate members of the Board to ensure thorough understanding and compliance with Foundation policies and procedures. It is recognized that a positive attitude, effective communications skills, and diplomacy are key to the successful performance of this critical function.

Office Manager, Waterford Foundation, Inc., is a full-time, salaried position that reports directly to the Executive Director. The work is performed Tuesday-Friday between 9 am and 5 pm, as well as other times as needed to support short term rentals of Foundation facilities. Total hours should average 32 per week, with variations anticipated during short term rental support and the annual Waterford Fair. Working hours may be flexible to accommodate occasional evening and weekend hours to support short term rentals and Waterford Foundation programs and events.

All Waterford Foundation staff are expected to work extra hours during the annual Waterford Fair. The expected hours for the Office Manager during the Fair are:

• Thursday, (before the first Friday in October), 10 am – 6 pm
• Friday, (first Friday in October), 8 am – 6 pm
• Saturday, (after the first Friday in October), 8 am – 6 pm
• Sunday, (after the first Friday in October), 8 am – 6 pm.

Specific Duties and Responsibilities:

Specific duties and responsibilities pertain to the following four functional areas:

Administrative Support

• In coordination with the Executive Director, plan, organize and implement all facets of the Foundation’s routine administrative support functions;
• Develop, document and maintain a current record of office procedures to ensure continuity of office procedures and operations;
• Serve as central point of contact for office technology issues, including the website, office equipment, interface with service providers, and support to office and volunteer users of that equipment;
• Ensure office equipment maintenance and emergency back-up;
• Serve as primary point of contact for telephone and web-based inquiries and, as needed, ensure appropriate distribution of requests and coordination of replies;
• Maintain websites (creating, editing pages, adding and deleting products, downloading and processing online orders (memberships, donations, publications, tickets, etc.),
• Maintain adequate inventory of office supplies to ensure their availability for routine office needs and scheduled special Foundation events;
• Ensure a neat and clean office environment;
• In coordination with the Executive Director and other staff, plan and implement social media posts
• Provide operational support for Waterford Foundation programs, events, and fundraisers including but not limited to the Second Street School Living History Program, the Waterford Craft School, and the Waterford Fair;

Financial Support

• Receive and record all income;
• Prepare and process timely deposits into Foundation’s operating banking account;
• Process all invoices received, including preparation and filing of check requests for payment, coordination of approvals, and mailing of checks for payment;
• Ensure secure protection of all Foundation cash on hand and checks;
• Input all financial information into Quickbooks; prepare monthly bank account and credit card account reconciliations
• Prepare monthly financial reports for and attend the monthly Finance Committee meeting
• Prepare workpapers and, with the Executive Director, coordinate the annual tax return and financial audit
• Coordinate payment of office staff credit card bills
• Prepare office 1099s, W-2 and other annual tax filings
• Process biweekly payroll and coordinate payments of regular employer 403b contributions
• Support annual insurance audit
• Support financial operations during the Waterford Fair

Membership Support

• Provide administrative support to meetings of the Board of Directors, including:
• Collecting monthly Committee reports;
• Compiling meeting agenda and committee reports into a cohesive document;
• Distributing Board packets to all Directors and staff;
• Maintaining current electronic records of approved Board and Executive Committee minutes; and
• Maintaining current Board and Staff contact list
• Provide administrative support to Foundation committees as requested
• Produce Foundation’s Annual Report, newsletters, press releases, membership solicitations, response cards, and other publications as needed.
• Produce, collect, and maintain files of images for publications and website.
• Produce brochures, flyers, and other marketing and education materials.
• Manage and maintain the Foundation’s donor and membership database and produce reports as requested;
• Prepare and issue on a regular basis membership renewal letters and letters acknowledging contributions;
• Provide support to preparations for the membership’s Annual Meeting; and
• Coordinate and maintain the Foundation’s Volunteer Program files.

Short Term Rental Support

• Coordinate all aspects of short term rentals of the Old School, including promotion, responding to inquiries, securing rental contracts, managing the building calendar, and on site management during events.
• Maintain and support current agreements with recurring short term rental clients, and storage leases.
• Coordinate with cleaning contractors to ensure that the Old School are prepared for all scheduled uses, both by rental clients and the Foundation. Coordinate with Historic Preservation Director to schedule grounds maintenance as needed for short term rental events at the Old School.

This is a full-time (32 hours per week) Tuesday-Friday position with competitive compensation. If you have the required qualifications and are looking for a dynamic role in office management, we encourage you to apply.

Job Type: Full-time

Pay: $43,000.00 - $48,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Schedule:

• Monday to Friday

Education:

• Associate (Required)

Experience:

• Bookkeeping: 5 years (Preferred)

Ability to Relocate:

• Waterford, VA 20197: Relocate before starting work (Required)

Work Location: In person

Salary : $43,000 - $48,000