OFFICE MANAGER
Job Description
Job Title: Office Manager
Department: Administration
Location: Main Office
Employment Status: Full-Time
FLSA Status: Non-Exempt
Position Summary
River Heritage Conservancy (RHC) seeks an organized and proactive Office Manager to help the organization grow its capacity and deliver on its mission. This full-time, in-office position plays a vital role in ensuring smooth day-to-day operations, supporting the leadership team and Board of Directors, and maintaining office systems. As the first point of contact for many guests and callers, the Office Manager represents RHC’s values and professionalism through a warm, helpful, and knowledgeable presence. This position is responsible for both administrative and operational functions, with an emphasis on supporting financial processes, managing internal systems, and helping staff and visitors have a productive and positive experience. The Office Manager works closely with the CEO to ensure the organization runs efficiently, providing direct administrative and operational support to the executive office, and helping translate strategic goals into well-organized internal processes. This position must demonstrate discretion and confidentiality when handling sensitive organizational and financial information.
Duties and Responsibilities
The Office Manager ensures smooth, efficient operations by managing daily office functions, supporting staff and board activities, and maintaining internal systems. Key responsibilities include scheduling, coordinating travel, onboarding new hires, managing supplies and IT, and monitoring communications. The role handles light bookkeeping in QuickBooks, tracks invoices with the CFO, and maintains the donor database for reporting and outreach. It also provides event and guest support, prepares meeting materials, and fosters a professional, welcoming environment for staff, partners, and visitors. Success in this role requires strong organizational skills, attention to detail, Microsoft Office proficiency, and a passion for public parks and conservation. This role is ideal for someone who takes pride in creating an efficient and positive office culture while contributing to a mission-driven team.
Supervisory Responsibility: N/A
Key Responsibilities
o Serve as the first point of contact by greeting guests, answering phones, managing mail, and creating a welcoming, organized workspace.
o Manage and optimize day-to-day office operations, including scheduling, supply inventory, IT coordination, and vendor relationships.
o Coordinate calendars, appointments, and meetings for staff; assist with logistics for internal and external stakeholders.
o Support Board and Executive Committee meetings, including scheduling, agenda preparation, materials distribution, and logistics.
o Assist with onboarding new staff members, coordinating closely with HR and IT support.
o Monitor and manage shared Outlook mailboxes and internal communications to ensure timely and effective communication.
o Assist with light bookkeeping duties, including accurate and timely entry of invoices in QuickBooks, reconciling expenses, and preparing deposits with documentation for
audit-readiness.
o Maintain the donor database, update records, generate reports, and prepare acknowledgment letters and tax receipts.
o Prepare and distribute internal and external communications, including memos, emails, reports, and board materials.
o Provide on-site support at Origin Park events, including logistics, guest services, and vendor coordination.
o Provide administrative support to the CEO, including calendar management, meeting preparation, document handling, and prioritization of tasks to support strategic
initiatives.
o Adapt to evolving organizational needs and perform other duties as assigned.
Skills
o Highly organized and detail-oriented with excellent time and task management.
o Strong interpersonal and communication skills, both verbal and written.
o Professional, warm, and responsive approach to guest services and front desk responsibilities.
o Self-starter who can work independently while thriving in a collaborative environment.
o Ability to manage sensitive information with discretion.
o Passion for public parks, historic preservation, conservation, and outdoor recreation.
o Comfortable working in a dynamic, growing organization with evolving responsibilities.
o Familiar with office systems and processes to best serve the mission and intent of the organization.
o Working knowledge of nonprofit administrative practices and record-keeping standards.
o Proficiency in Microsoft Office Suite.
Qualifications/ Requirements
o Bachelor’s degree in business administration, accounting, or a related field — or equivalent relevant experience is prefrerred.
o Minimum of three years of experience in administrative, operations, accounting, or clerical roles.
o Experience with donor management systems (e.g., Bloomerang or Salesforce) preferred.
o Background in nonprofit, conservation, or other mission-driven organizations is a plus.
o Certification in office administration or as an administrative professional is desirable.
o Valid driver’s license required.
Physical Demands/Work Environment
o The physical demands and work environment described here represent those that must be met by an employee to successfully perform the essential functions of this
position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
o To perform this job successfully, the employee is frequently required to communicate; listen; stand; use hands to grasp, handle or feel; reach with hands and arms. The
employee is occasionally required to lift and/or move up to 25 pounds without assistance.
o The employee is frequently exposed to an office environment, with controlled temperatures. The employee is occasionally exposed to outdoor weather conditions including
heat, cold, wind, rain, snow, ice, and fog.
