Office Administrator

About the Organization

The Santa Lucia Conservancy (Conservancy) is a 501(c)(3) non-profit land trust incorporated in 1995 to protect and steward the unique values of the Santa Lucia Preserve (The Preserve) and serve as a model of ecologically sustainable development to communities outside of the Preserve. We accomplish our mission through adaptive land management, conservation easement stewardship, community engagement and environmental education programs.

The Conservancy owns and manages through conservation easements 90% of the 20,000-acre Santa Lucia Preserve. In addition, the Conservancy works with a variety of academic and conservation partners to conduct and promote land management and ecological research to increase our understanding of local natural resources and the interactions between human communities and the natural environment.

The Conservancy is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment. Application by members of all underrepresented groups is encouraged. Hiring is contingent upon eligibility to work in the U.S.

Position Summary

We are seeking an experienced and detail-oriented Office Administrator to join our team. The Office Administrator will play a crucial role in ensuring the smooth operation of our organization by managing daily office activities, supporting the executive director and Board, overseeing the maintenance of facilities and a vehicle fleet, and fostering a positive and productive work environment. The ideal candidate is a positive team player who is proactive, organized, and possesses a background in office management and administration within a non-profit setting.

Primary Responsibilities

Administrative Support

• Provide administrative support to Executive Director by scheduling travel arrangements, appointments, and meetings
• Prepare for and take notes and minutes at meetings
• Set up and maintain files
• Enter and maintain data in CRMs
• Prepare correspondence and develop other routine documents
• Help coordinate activities relative to department functions
• Gather and sort mail
• Assist with preparation of Board materials, minutes, and other documentation; serve as a point of contact for Board members.

Office Administration

• Oversee the daily operations of the office, including supplies management, equipment maintenance, and space organization.
• Coordinate and manage office-related services, such as vendors, maintenance, and IT support.
• Serve as the main point of contact for office-related inquiries and issues.

Facilities Management

• Manage the maintenance and upkeep of all facilities, including three rental units, 6,000 square feet of storage space, and 1,500 square feet of office space (with plans for expansion). Coordinate repairs, renovations, and improvements to ensure optimal functioning and safety.

Fleet Management

• Oversee the maintenance and scheduling of a fleet of 10 vehicles, ensuring regular servicing, repairs, and compliance with safety standards. Manage vehicle use policies and track mileage and fuel expenses.

Communication and Coordination

• Act as the primary point of contact for internal and external stakeholders, ensuring timely and effective communication across the organization.

Records Management

• Maintain electronic and physical filing systems, ensuring compliance with organizational policies and legal requirements.

IT Support

• Coordinate with IT support providers to resolve IT-related issues or needs.

Essential Qualifications

• Associates or Bachelor’s degree (preferred) in Business Administration, Non-Profit Management, Facilities Management, or a related field, or equivalent work experience.
• Minimum of 5 years of experience in office management, facilities management, or administrative support, preferably in a non-profit or similar environment.
• Excellent organizational and multitasking skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite and experience with office management software.
• Basic bookkeeping skills and familiarity with financial management.
• Strong interpersonal skills and the ability to work collaboratively with a diverse team.
• Experience in managing facilities and/or vehicle fleets is highly desirable.
• Detail-oriented, proactive, and adaptable.
• Team player with commitment to the mission and values of Santa Lucia Conservancy.

Physical Requirements

This position involves prolonged periods of sitting at a desk and working on a computer. Walking on uneven terrain involved from time to time. Fluent spoken and written English required.

Compensation & Benefits

• $26 to $30 per hour depending on experience.
• The benefits package includes accrued sick and vacation time. After 30 days, employees are eligible to enroll in 100% individual paid medical, dental, vision and life insurance. The Conservancy offers a retirement plan (simple IRA with 6% matching).
• We encourage, prioritize and support professional development and career growth within the organization and pride ourselves in working with our team members to advance their careers in line with the organizational mission.

How to apply

Please submit your application in one PDF format with “Office Administrator” in the subject line to Jamison Watts, Executive at jwatts@slconservancy.org.

Applications should include:

• Cover letter describing your skills and personal connection to land conservation.
• A resume outlining education and experience.
• Up to three personal and/or professional references with contact information.

No phone calls, no walk-ins, no recruiters.

Job Type: Full-time

Pay: $26.00 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person

Salary : $26 - $30