Office Manager

We're looking for someone organized, detail-oriented, and dependable who can help keep Crane Trust running smoothly behind the scenes. This role oversees the day-to-day administrative, financial, HR, and organizational operations of Crane Trust, from office administration and Board coordination to accounting, payroll, compliance, and vendor relationships. The ideal candidate is a strong multitasker with excellent follow-through, proficiency in QuickBooks Online, Microsoft Office, and Google Workspace, and a passion for supporting a mission-driven organization.

Office Manager Position Summary:

The Office Manager is responsible for the day-to-day administrative, financial, human

resources, and organizational operations of the Crane Trust. This position maintains

accurate financial records, maintains organized administrative systems, ensures timely

compliance with requirements, and supports efficient office operations. The Office

Manager works closely with the President & CEO, Directors, staff, Board of Trustees, and

external partners to ensure effective coordination and follow-through while adhering to

established organizational policies, procedures, and financial controls that support the

Crane Trust’s mission and long-term sustainability.

Core Responsibilities:

Administrative and Organizational Operations:

● Manages day-to-day administrative operations of the Crane Trust, including

calendars, correspondence, mail, supplies, purchasing, purchase orders,

equipment, facilities, maintenance requests, and point of contact for routine

organizational questions.

● Coordinates routine communications and administrative follow-up with

employees, vendors, contractors, service providers, and external partners.

● Supports efficient use and tracking of organizational systems, deadlines,

renewals, recurring requirements, and administrative action items to ensure

timely completion.

● Maintains organized physical and electronic records, including institutional and

historical documents, and manages document retention, organization, and

access.

● Provides administrative coordination to the President & CEO and Directors,

including scheduling, correspondence, reports, documents, meetings, projects,

and follow-up.

● Coordinates Board of Trustees meeting logistics, prepares and distributes Board

packets and supporting materials, and records needs and action items.

● Maintains confidentiality and discretion when handling sensitive organizational,

personnel, donor, financial, and Board information.

Human Resources Administration:

● Administers routine HR processes, including onboarding, offboarding,

employment documentation, payroll setup, benefits enrollment, employee

changes, and personnel records.

● Maintains confidential organizational and employee personnel files.

● Serves as an administrative resource for employees and supervisors regarding

routine HR processes, forms, benefits, and procedures.

● Coordinates with payroll, benefits, and other service providers and escalates

matters requiring management, legal, or professional guidance.

Accounting, Payroll, and Financial Administration:

● Administers routine day-to-day accounting functions, including financial

recordkeeping, account coding, class allocations, reconciliations, invoices,

accounts receivable, deposits, payments, banking, and credit card transactions.

● Maintains accurate financial records and supporting documentation in

QuickBooks Online, ShareFile, and other organizational systems.

● Coordinates month-end and year-end administrative processes and supports the

preparation of monthly, quarterly, and annual financial reports and the

organizational budget.

● Administers payroll each pay period and maintains payroll, benefits, retirement,

and related records.

● Supports donation processing and donor recordkeeping in coordination with

Fund Development and accounting personnel.

● Coordinates routine financial and administrative communications with

accountants, auditors, financial institutions, vendors, investment managers, and

other financial service providers.

● Assists with tax-related administrative requirements and maintains supporting

documentation.

Compliance, Audit, and Organizational Requirements:

● Coordinates the annual organizational audit, retirement plan audit, employee

benefit plan audits, and workers' compensation audit, including documentation,

schedules, communications, and follow-up.

● Coordinates and maintains state and federal filings, registrations, licenses,

renewals, and other required organizational information.

● Maintains supporting documentation for tax, grant, insurance, employment,

licensing, and other organizational requirements.

● Communicates significant audit, compliance, insurance, regulatory, or legal

matters requiring management or professional review to the President & CEO or

appropriate advisor.

Vendors, Contractors, and Organizational Services:

● Serves as an administrative point of contact for routine vendor and

service-provider communications.

● Maintains vendor contracts, invoices, certificates, renewals, agreements, and

related records.

● Processes contractor payment documentation and coordinates routine

administrative requirements for contractor agreements.

● Coordinates routine communications with attorneys, accountants, auditors,

insurance providers, financial institutions, investment representatives, and other

professional service providers.

Insurance, Assets, and Organizational Administration:

● Maintains organizational insurance policies, certificates, renewals, audit

documentation, and related records.

● Maintains registration, insurance, title, and renewal records for organizational

vehicles, trailers, heavy equipment, and other organizational assets.

● Tracks recurring registrations, certificates, renewals, and other administrative

requirements associated with organizational property and equipment.

Qualifications:

● Three to five years of progressively responsible experience in office

administration, organizational operations, nonprofit administration, human

resources, accounting, finance, or a related field preferred.

● Bachelor's degree preferred in business administration, nonprofit management,

office administration, accounting, or a related field; equivalent professional

experience may be considered.

● Demonstrated experience managing administrative systems, organizational

records, office operations, employee processes, accounting functions, or similar

organizational responsibilities.

● Proficiency with QuickBooks Online, Microsoft Office, Google Workspace, and

electronic document management systems.

● Strong organizational, time-management, problem-solving, communication, and

follow-through skills with excellent attention to detail.

● Ability to work independently, manage multiple priorities, meet deadlines, and

collaborate effectively with leadership, staff, vendors, and external partners.

● Experience working in a nonprofit organization preferred.

● Familiarity with payroll, employee benefits, audits, insurance administration, and

state and federal regulatory filings preferred.

● Public Notary certification or willingness to obtain certification preferred.

● Valid driver's license required.

How to Apply:

To apply, please submit a cover letter and resume to Brice Krohn at

bkrohn@cranetrust.org. The application deadline is October 20, 2026. Applications will be

accepted until the position is filled.

Equal Opportunity Statement

Crane Trust is an equal opportunity employer committed to maintaining a diverse,

inclusive, and equitable workplace. Crane Trust considers qualified applicants without

regard to race, color, religion, sex, national origin, age, disability, veteran status, or any

other status protected by applicable federal, state, or local law.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person