Summary

Are you a tech-savvy, super organized yet flexible Office Manager? Are you a creative problem solver? Do you want a job that makes a difference by working for an innovative conservation organization? Midcoast Conservancy is seeking an Office Manager to become a critical member of our team.

Midcoast Conservancy is an innovative conservation organization that works to protect and restore the vital lands and waters of midcoast Maine on a scale that matters. Serving 28 towns in a 450 square mile area of rural Lincoln, Knox, and Waldo counties, Midcoast Conservancy is now one of the largest conservation organizations in Maine, with over 15,000 acres of land conserved, 56 preserves open to the public, 3 watersheds protected, and 2,200 members supporting our efforts. We work very collaboratively, in a largely non-hierarchical team environment. In our colleagues, we value innovation, nimbleness, determination, passion, compassion, and the ability to have a good time.

Position Overview

Midcoast Conservancy is seeking a highly organized and detail-oriented Office Manager. This position is pivotal in ensuring the smooth operation of our organization by managing administrative tasks and overseeing office operations and will help our organization and staff to operate efficiently. Our workplace culture is fast-paced, dynamic, collaborative, and most of all supportive. The Office Manager will report to the Co-Executive Director of Operations.

Key Duties

>Administrative

• Manage office correspondence, including mail, email, and phone calls.
• Manage Google Workspace including internal organizational calendars, groups, contacts, and Drive records.
• Schedule and coordinate staff meetings.
• Prepare and distribute internal communications.
• Manage payroll processes and payroll vendor.
• Provide support when hiring and onboarding new employees.

>Office Management

• Oversee day-to-day operations to ensure efficiency and productivity.
• Support the organization by maintaining and designing efficient office systems.
• Design and implement office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
• Evaluate and purchase office equipment and supplies.
• Create and maintain a system for staff to procure and track project supplies.
• Manage facility and vehicle maintenance agreements, vendors, and utilities such as: phone system, recycling, refuse pick-up, and cleaning.
• Maintain a clean and organized office environment.

>Financial Administration

• Lead accounts payable and receivable processes including vendor management, invoicing, and year end tax reporting (1099s).
• Assist with budget management, expense tracking, and financial reporting.
• Support accounting functions such as scanning documents for online recordkeeping, gathering materials for auditors, bank reconciliations, and assisting with financial reporting.

>Event Support

• Provide logistical support for events, workshops, and outreach activities.

>Team Support

• Support staff with administrative tasks as requested.
• Foster a positive and collaborative work environment.

All staff contribute to the following

• Occasionally create written and visual (photo & video) content in partnership with Communications staff for newsletters, press releases, and social media related to their work.
• Engage in conversations to discover what the community cares about.
• Act as an ambassador for the organization within the community.
• Work with colleagues within the organization on outreach to various constituents by attending events, giving presentations, and participating in organizational programs.
• Coordinate volunteers related to their work.

Minimum Qualifications

• At least 3 years of proven experience in administrative support, office management, or similar capacity.
• Strong organization and time management skills with meticulous attention to detail.
• Proficiency with software including Google Workspace, Microsoft Office, Adobe Acrobat, Zoom, and Financial Edge.
• Ability to adapt to new technology and software platforms quickly.
• Ability to listen and communicate clearly in person and in writing, to develop effective relationships with others, and work well with a wide variety of people.
• Ability to prioritize tasks and manage daily workload and long-term projects efficiently with minimal supervision.
• Ability to work collaboratively with others in a dynamic work environment and exhibit creative problem-solving.
• Commitment to the mission and values of Midcoast Conservancy.

Additional Desired Qualifications

• Bachelor’s degree in business administration, nonprofit management, or related fields.
• Experience working in the nonprofit sector, particularly in land and water conservation or related fields.
• Strong knowledge of accounting best practices.
• Experience in facilities management, including overseeing the maintenance and operation of office facilities.
• Commitment to implementing environmentally friendly practices within the office space, such as recycling programs and sustainable purchasing initiatives.

Location

We operate in a hybrid mode, with some time at home and some time in our Edgecomb, Maine office. Specific days and proportions of time at home/in-office need to be flexible based on major events, key meetings, etc. Because of the relational nature of this work, if not already local, all candidates must be willing and able to relocate.

Schedule

This position is full-time, salaried, 40 hours per week, Monday-Friday. A flexible work schedule (hours and/or location) can be discussed and possibly accommodated with supervisor approval.

Equal Opportunity

Midcoast Conservancy is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Midcoast Conservancy are based on organizational needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the law.

Application Deadline

Applications will be accepted and reviewed on a rolling basis until the position is filled. Applicants are encouraged to apply by April 5, 2024.

How to Apply

To apply please submit a PDF including cover letter and resume to jobs@midcoastconservancy.org

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k) matching
• Employee discount
• Flexible schedule
• Parental leave
• Professional development assistance

Schedule:

• Monday to Friday
• Weekends as needed

Application Question(s):

• How have you ensured the adoption of a new procedure throughout an organization?

Ability to Relocate:

• Edgecomb, ME: Relocate before starting work (Required)

Work Location: Hybrid remote in Edgecomb, ME