Office Manager

Metalwerx is a nonprofit jewelry and metalsmithing school located in Waltham, MA. Founded in 1998, Metalwerx's mission is to promote the art of jewelry and metals through exceptional classes, workshops, studio space, programming and events for all skill levels. Metalwerx offers hundreds of classes in-person and online each year, to thousands of students. Master artists, professors, instructors, and metalsmiths from around the globe teach with Metalwerx and over 30 artists rent a studio bench at Metalwerx.

The Office Manager leads daily operations for Metalwerx and provides crucial support to the team, overseeing vital administrative operations. From serving as a primary administrative point of contact for students, instructors, vendors, and other community members, to managing accounts payable and vendor contracts, this role is detail-oriented and driven by a smoothly running operation. Responsibilities encompass managing accounts payable, vendor contracts, financial transactions, and account collections. The ideal candidate possesses strong interpersonal skills, administrative and financial experience, technical proficiency, and experience in vendor and partner management.

Administration: 

• Manage accounts receivable for registrations, donations, and other incoming funds per proper processes for receipts, QB entry, contracts, incoming financial transactions, and account collections
• Manage vendor, partner, sponsorship and other contracts and payments
• Collaborate with accountants and executive director for regular financial monitoring and reporting
• Coordinate PayPal transactions and gift certificate logs

Executive Support: 

• Supervise schedules, leases, and correspondence. 
• Manage phone inquiries, email inquiries, incoming and outgoing mail, and service provider communications. 
• Ensure office supplies and kitchen supplies are stocked. Order office and kitchen supplies and manage recurring orders.
• Handle studio alerts and emergency communications. 
• Send thank you notes to donors, instructors, and other Metalwerx constituents as needed.

Class & Registration Support: 

• Greet onsite visitors, instructors, and guests, providing customer service as needed
• Maintain CRM with updated information
• Perform administrative tasks to ensure all classes run smoothly
• Oversee class communications and administrative tasks. 
• Process and track scholarship applications. 
• Manage student registrations, invoicing, and communication.

Other Responsibilities: 

• Provide onsite office support, including opening and closing tasks. 
• Provide assistance during special events. 
• Perform assigned duties as needed.  

• 2-3 years office management experience. 
• Strong interpersonal and customer service skills, particularly in an arts organization setting. 
• Friendly and professional demeanor with staff and students. 
• Experience with Microsoft 365 (including OneDrive, Outlook, and Office), Quickbooks, Paypal, Database Administration, and Zoom. 
• Detail-oriented and reliable. 
• Experience in vendor management and payments
• Experience managing relationships with staff and community members not reporting directly to you. 
• Strong decision-making skills and good judgment. 
• Experience with accounting principles is a plus.
• Experience with nonprofit administration, finance, or fundraising is a plus.

This is a full-time onsite position at Metalwerx Studio in Waltham, MA starting on a Monday–Friday 9:30 a.m.–5:30 p.m. weekly schedule. Estimated 40 hours per week. Benefits include:

• Health insurance
• SIMPLE IRA contribution with matching available
• 15 days paid time off, including sick time
• 12 paid holidays
• Opportunity to take one Metalwerx class per year

To apply for this position, please email a cover letter, resume, and two references to info@metalwerx.com with “Office Manager” in the subject line. No phone calls please. 

Metalwerx is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.