Office Manager

Job Title: Office Manager

Location: Hendersonville, NC

Reports To: Assistant Director for Operations

Job Type: Full-Time

Interested candidates should submit their resumes and cover letters outlining their experience and qualifications. Please also include 2-3 work references.

About Conserving Carolina:

Conserving Carolina has helped protect almost 49,000 acres, and we are working hard to protect more. At a time of crisis when many plants and animals could go extinct, we are bringing back vital habitats that were lost and we’re connecting vast conservation corridors. At a time when people deeply need more nature in our lives, Conserving Carolina is opening new parks and trails, spearheading a 100 mile trail network, advancing 50 miles of new rail trails, and connecting people of all ages, abilities, and backgrounds to the great outdoors. At a time when so much of our rural land is being developed, we are working with private landowners to preserve farmland, clean water, wildlife habitat, and scenic views.

Our mission is to protect, restore, and inspire appreciation of the natural world.

We serve part of Western North Carolina and Upstate South Carolina. In North Carolina, our region includes Polk, Henderson, Transylvania Counties, and parts of Rutherford and other surrounding counties. In South Carolina, we serve the Landrum area, including parts of Greenville and Spartanburg Counties.

Position Overview:

The Office Manager is responsible for managing the daily administrative and operational activities of the office, ensuring smooth and efficient operations. This role serves as a key point of contact for both internal staff and external stakeholders, providing essential support across various functions including technology, human resources, risk management, and board liaison duties.

Responsibilities:

1. Office Operations Management

• Manage all aspects of office operations, including the inventory and maintenance of office supplies, equipment, and technology.
• Maintain and update organizational Operations Manual (safety procedures, emergency procedures, general office maintenance, etc.)
• Maintain and update organizational documents, including contracts, policies, and procedures.
• Greet visitors, field general phone calls and emails, and direct inquiries to appropriate staff.
• Receive and process mail, documenting donations and scanning bills for payment.

2. Facilities Management

• Ensure the office environment is well-maintained, safe, and conducive to productivity.
• Manage relationships with external service providers for cleaning and maintenance.
• Coordinate office space planning and the arrangement of workstations and common areas.
• Oversee company-owned vehicles, ensuring regular maintenance, coordinating repairs, and maintaining vehicle logs to track usage and service history.

3. Vendor and Contract Management

• Manage relationships with vendors and suppliers for general office needs, including negotiating contracts, receiving deliveries, and ensuring that all office needs are met.
• Monitor and manage expenses related to supplies, equipment and services.

4. Board Liaison

• Act as the liaison to the Board of Directors, coordinating meetings, communications, and the preparation and distribution of board meeting materials.
• Secure location for in-person board meetings, coordinating the set-up of the space and technology for meetings.

5. Technology Management

• In coordination with the Executive Assistant, manage the office’s IT needs, working with external IT support to ensure all systems are functioning properly.
• Troubleshoot basic technical issues and coordinate repairs or upgrades as needed.

6. Compliance and Risk Management

• Manage office related insurance policies, including liability, property, and worker’s compensation.
• Act as staff liaison with the Risk Management Committee, maintaining minutes, working with the chair to coordinate agendas.

7. Committee Support

• Provide administrative support to committees as needed.

8. Ad Hoc Duties

• Perform ad hoc duties as necessary to support the office; cross-train on a variety of administrative functions to ensure continuity.
• Organize and coordinate organizational meetings and staff gatherings, ensuring logistics are handled smoothly.

Education and Experience Requirements:

• Bachelor's degree in Finance, Accounting, or a related field; a Master's degree and/or CPA designation is preferred.
• 3 years experience in office administration or a similar position.
• Leadership experience, with a demonstrated ability to supervise and motivate a finance team.

Key Competencies and Skills:

• Advanced proficiency with Microsoft Office, ability to learn and work with various office technologies.
• Strong interpersonal and communication skills, with the ability to engage donors, visitors, and callers in a professional and welcoming manner.
• Ability to work at a computer, sit for extended periods of time, and operate office equipment.

Compensation/Benefits:

• $48,000-$54,000 annually.
• Retirement plan with match.
• Paid holidays.
• Accrued paid vacation and sick leave.
• Health, dental, and vision coverage.

Application Process:

Interested candidates should submit their resumes and cover letters outlining their experience and qualifications. Please also include 2-3 work references.

EEOC Statement:

Conserving Carolina is an Equal Opportunity Employer.

Conserving Carolina prohibits any discrimination in carrying out its mission on the basis of race, color, religion, sex, age, national or ethnic origin, disability, sexual orientation or marital status. This includes all programs, projects, events and any other related activity sponsored by Conserving Carolina.

Conserving Carolina recognizes and honors diverse cultures and traditions. Conserving Carolina proactively seeks individuals for all aspects of its work from varied backgrounds for the greater enrichment of the organization. It is the goal of Conserving Carolina to have a membership, staff, volunteer base, and board that reflects the diversity of ethnic and demographic groups of our service area, and for Conserving Carolina programs to encourage involvement of groups that are underrepresented in Conserving Carolina

Job Type: Full-time

Pay: $48,000.00 - $54,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $48,000 - $54,000