Office Manager

The Office Manager is a key operational role responsible for the day-to-day administration, financial coordination, records management, facilities oversight, membership support, and event logistics for MainStreet and the Heritage Center. This position helps ensure that the organization’s office, financial processes, building operations, community programs, sponsorships, and public events run smoothly and professionally. The ideal candidate is organized, dependable, detail-oriented, comfortable handling confidential financial information, and able to balance recurring administrative work with deadlines related to events, funding, reporting, and nonprofit compliance. Salary Range: $40,000-$47,000 Core Responsibilities Office, Building, and Administrative Operations Manage daily office operations, including phones, copier services, office supplies, internet/cable services, insurance-related administration, printed materials, and other vendor relationships. Oversee operational needs for the Heritage Center building, including routine inspections, maintenance requests, repairs, cleaning services, utilities/water services, and vendor scheduling. Maintain the Heritage Center calendar and coordinate building use by community groups and internal meetings. Communicate building schedules and Main Street meeting information to Heritage Center partners. Order organizational materials such as branded envelopes, thank-you cards, board name badges, plaques, awards, and event supplies. Financial Administration and Recordkeeping Process accounts payable, prepare checks, and coordinate required approvals and signatures. Make bank deposits, accurately enter transactions in QuickBooks, maintain deposit documentation,and ensure records are complete and current. Process payroll and payroll-related payments according to established schedules and deadlines. Prepare and submit recurring tax and compliance filings, including payroll tax, sales tax, quarterly payroll reports, annual state reports, charitable solicitation registrations, and other required filings. Reconcile Main Street and Heritage Center bank accounts monthly and provide reconciliations and financial documentation to the Treasurer. Prepare monthly financial reports, including balance sheets and profit-and-loss statements, and review them for accuracy prior to distribution. Maintain organized financial records, contracts, W-9 forms, invoices, payment documentation, and vendor files. Assist with financial information and documentation needed for annual city, county, and Heritage Center funding requests. Coordinate monthly invoicing and deposits related to the Heritage Center’s partnership funding. Board, Committee, and Organizational Records Coordinate board and committee meeting logistics, including calendar invitations, meeting minutes, agendas, financial packets, room arrangements, and meals when needed. Maintain and annually update key organizational records, including board and committee rosters, bylaws, letterhead, calendars, donor and business records, and state-required documentation. Maintain up-to-date records related to downtown businesses, property owners, building owners, business boundaries, and open/closed businesses. Support the Executive Director, Treasurer, Board of Directors, and committees with administrative reports and documents. Downtown Business Membership Support Maintain accurate downtown business membership and directory records. Issue membership invoices and manage online payment processes. Support member website accounts and coordinate updates with the organization’s marketing team. Coordinate updates to downtown maps with designers and printers; track map orders and deliveries. Serve as an administrative liaison between downtown businesses and the marketing team. Maintain donated gift cards and related records for promotional giveaways. Event Administration and Operations Support the planning, financial administration, sponsor coordination, volunteer needs, vendor management, and on-site operations for major events, including Friday Night Live, Celebrate Christmas, Saturday Market, Taste of Rutherford, and other organizational programs. Prepare and distribute sponsor agreements, invoices, payment links, and website-account information;follow up to ensure sponsorship payments are received and properly recorded. Coordinate vendor and food truck applications, contracts, calendars, payments, reminders, W-9 forms,and event documentation. Recruit, schedule, and communicate with volunteers; create volunteer sign-up tools and coordinate student volunteer opportunities when applicable. Assist with event setup, parking and street/space closures, vendor arrival and placement, supplies, signage, hospitality needs, safety coordination, cleanup, and return of materials to the office. Process event-related payments and expenses; write checks or pay invoices in accordance with organizational procedures. Maintain required event permits, licenses, music licenses, contracts, ticketing reports, payment records, and event budget documentation. Support ticketing, guest check-in, payment reconciliation, and reporting for ticketed events. Coordinate specific event components, such as carriage rides, contests, sponsor benefits, food vendors, and event supplies. Monitor and record payments for Saturday Market and maintain loyalty-card materials and related records. Funding, Reporting, and Compliance Assist with annual county and city funding applications, required nonprofit reporting, and supporting documentation. Work with Heritage Center partners to develop annual budgets and funding materials. Maintain compliance calendars and ensure recurring reports, invoices, licenses, and filings are completed by required deadlines. Support preparation of documentation for outside accountants and financial advisors, including materials for annual tax filings. Required Qualifications High school diploma or equivalent; associate’s or bachelor’s degree in business administration, nonprofit management, accounting, or a related field is preferred. Experience in office administration, bookkeeping, nonprofit administration, event coordination, or a related role. Working knowledge of bookkeeping principles and financial recordkeeping. Experience with QuickBooks or comparable accounting software. Proficiency with Microsoft Office or Google Workspace, including spreadsheets, email, calendars, and document preparation. Strong organizational, time-management, and follow-through skills. Excellent written and verbal communication skills. Ability to handle confidential financial, donor, employee, and organizational information with discretion. Ability to manage multiple deadlines and shifting priorities in a small, collaborative team environment. Ability to occasionally work evenings, weekends, or extended hours for events, meetings, and seasonal programs. Ability to assist with event setup and cleanup, including moving supplies and working outdoors as needed. Preferred Qualifications Experience working with nonprofit organizations, membership-based organizations, downtown development programs, or community events. Experience with online payment, ticketing, donor-management, CRM, volunteer-management, or website platforms. Familiarity with sponsorship fulfillment, vendor coordination, and event permitting. Experience preparing reports for boards, funders, government agencies, or nonprofit compliance requirements. Work Schedule This is a part-time position averaging 30 hours per week. The regular schedule may be flexible, but must reliably cover core office needs, financial deadlines, board meetings, and event-related responsibilities. Some evening and weekend work is required during major events and seasonal programs. Reporting Relationship The Office Manager reports to the Executive Director and works closely with the Treasurer, Board of Directors, Heritage Center partners, downtown business members, vendors, sponsors, volunteers, and community stakeholders. #J-18808-Ljbffr