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. Organization Overview: Formed in 1978, the Crane Trust is a 501(c)(3) nonprofit organization dedicated to protecting and maintaining critical habitats for Whooping Cranes, Sandhill Cranes, and other migratory birds along the Big Bend Region of the Platte River Valley through sound science, habitat management, community outreach, and education. 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 Maintains organized physical and electronic records, including institutional and historical documents, and manages document retention, organization, and access.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. #J-18808-Ljbffr Crane Trust