Office Manager Administrative Lead

Benefits:

Health insurance

Paid time off

401(k) matching

Dental insurance

Vision insurance

About the Role:

Join CAL-WOOD EDUCATION CENTER as an Office Manager Administrative Lead, where you’ll play a crucial role in supporting our mission of providing exceptional educational experiences in the beautiful Colorado wilderness. This is an exciting opportunity to lead administrative operations in a dynamic environment, fostering a culture of collaboration and growth.

Reports to: Executive Director Status: Full-Time, Exempt

Position Summary

The Office Manager / Administrative Lead provides high-level administrative, financial, and operational leadership to support Cal-Wood’s mission and programs. This role oversees accounts receivable and payable, contracts, insurance administration, and office operations, serving as a key partner to the Executive Director. The ideal candidate brings a strong background in accounting, operations, and/or HR, with extensive experience using QuickBooks Online, excellent organizational skills, and the ability to manage multiple priorities with accuracy and discretion.

Key Responsibilities

Financial Operations (AR / AP / Bookkeeping)

Manage accounts receivable, including invoicing, payment tracking, deposits, reconciliations, and follow-up on outstanding balances.

Manage accounts payable, including vendor invoices, documentation, approvals, and coordination with the external accountant.

Maintain organized and accurate financial records, including bank statements, credit card activity, payroll records, deposits, and vendor files.

Enter and maintain client, contract, and payment data in QuickBooks Online.

Prepare and organize monthly, quarterly, and annual financial documentation (e.g., payroll registers, tax deposits, workers’ compensation reports, compliance filings).

Identify and resolve discrepancies in payments, invoices, and financial records.

Serve as the primary liaison with the accountant, providing required reports and documentation in a timely manner.

Contracts & Customer Billing

Receive signed contracts via DocuSign and ensure accurate entry into QuickBooks Online.

Send payment links and invoices for contract deposits and balances due, ensuring payment is received prior to group visits.

Coordinate with the Programs Department to streamline and improve contract and billing workflows.

Maintain organized contract files and client documentation.

Insurance & Risk Management

Maintain insurance policies and Certificates of Insurance (COIs), ensuring coverage remains current.

Track insurance policy deadlines and coordinate payments with the accountant.

Review group contracts for insurance selections or signed waivers.

Coordinate with the Operations Manager to provide updated employee driver information to the insurance broker.

Office & Operations Management

Oversee office systems, supplies, mail, and equipment to ensure smooth daily operations.

Maintain organized physical and digital filing systems.

Support scheduling and coordination of groups in collaboration with the Program Director.

Prepare correspondence, reports, contracts, and internal documents; proofread for accuracy and clarity.

Maintain a professional, organized office environment and assist with tours or visitor coordination as needed.

Leadership & Administrative Support

Support the Executive Director and leadership team with planning, reporting, and special projects.

Participate in weekly planning meetings and prepare a weekly work plan.

Exercise independent judgment while consulting leadership on complex or unusual issues.

Continuously identify opportunities to improve administrative, financial, and operational processes.

Qualifications

Required

Background in accounting.

Extensive experience with QuickBooks Online (required).

Experience with payroll processing systems (ADP preferred).

Strong understanding of bookkeeping, accounting principles, and financial recordkeeping.

Exceptional organizational skills and attention to detail.

Proficiency with Microsoft Office and/or Google Workspace.

Strong written and verbal communication skills in English.

Preferred

Experience working with nonprofit organizations.

Familiarity with contracts, insurance administration, and compliance reporting.

Ability to lead administrative processes and improve systems independently.

Core Competencies

Financial accuracy and accountability

Confidentiality and discretion

Process improvement and problem-solving

Time management and prioritization

Clear communication and collaboration

Initiative and leadership mindset

Schedule: Hybrid, 50% In-person, 9am-5pm, Monday through Friday. Must be able to commute to Cal-Wood.

Compensation: $65,000 annually DOE

Benefits: Health Vision Dental Simple IRA with 3% employer match Life AD&D PTO

About Us:

CAL-WOOD EDUCATION CENTER has been inspiring and educating individuals for over 40 years through immersive outdoor experiences. Located in the stunning landscapes of Jamestown, CO, our center is beloved by kids and families for its commitment to hands-on learning and by employees for its supportive and enriching work culture.