Office Manager

Office Manager

Type: Part-Time 16-20 hours/week, typically Monday through Thursday

Application Deadline: Rolling, review of applicants to begin immediately

Location: Norfolk, CT

Compensation: $25.00 to $30.00 per hour based on experience

Apply using this form: https://forms.gle/5oGAhoAkjaA2czP4A 

Who we are: The 6,300-acre Great Mountain Forest (GMF) is a nonprofit dedicated to forest management that achieves resilience, fights climate change, enhances biodiversity, supports research, empowers education, and demonstrates sustainable community benefits. We are on a mission to catalyze regional forest management that achieves these goals.

What we can achieve together: The Office Manager provides the administrative infrastructure that keeps GMF organized, responsive, compliant, and efficient. The position manages front-office systems, compliance tracking, records retention, and purchasing. It supports scheduling, board governance, HR, insurance, IT, development, and rentals. The Office Manager works closely with other GMF staff, contractors, and board trustees.

Primary responsibilities

Front-office and team support

• Manage general phone line, info email, mail, deliveries, office supplies, and purchasing.
• Support scheduling, calendars, meeting logistics, materials, reminders, and follow-up.
• Support SOP and policy development and refinement.

Governance, compliance, and records

• Coordinate calendar, submissions, and records of government filings, registrations, licenses, insurance, contracts, policies, and other compliance obligations.
• Support board and committee meetings: agendas, packets, minutes, action items, records.
• Implement GMF’s document retention policy, including physical and digital records, naming conventions, organization, access, archiving, disposition, and digitization.

Finance and development administration

• Support the bookkeeper by collecting invoices, receipts, approvals, contracts, vendor documentation, certificates of insurance, and other filing materials.
• Support donation processing by logging gifts, updating donor records, preparing acknowledgments, and preparing deposits or accounting handoffs.
• Support grant and program reporting by collating staff hours, expenses, and revenues.
• Manage merchandise inventory, purchasing, fulfillment, and sales.

Human resources, insurance, IT

• Support hiring administration, applicant review, and onboarding/offboarding.
• Manage personnel files, benefits and leave records, and performance-review calendars.
• Coordinate IT: contractors, hardware, software, subscriptions, and access inventories.
• Support insurance renewals, maintain policy files, and track claims and incidents.

Rentals and special projects

• Administer rental and fee-for-service workflows as these programs grow.
• Support other special projects and related duties as needed.

Basic qualifications

• Three or more years in office administration, nonprofit operations, executive support, etc.
• Demonstrated ability to manage recurring systems and deadlines, organize complex information, complete projects, and work independently while keeping others informed.
• Excellent written and verbal communication, judgment, and attention to detail.
• Experience organizing meetings, preparing materials, taking concise minutes, following up on action items, maintaining confidential records, and supporting senior team members.
• Proficiency with Microsoft 365, Google Workspace, videoconferencing platforms, and the ability to learn new organizational systems.
• Comfort using generative AI tools responsibly to improve productivity.
• Ability to troubleshoot basic technology issues and coordinate effectively with IT vendors.
• Ability to work primarily on site in Norfolk on a predictable four-day-per-week schedule and attend occasional evening or weekend meetings.

Preferred qualifications

• Experience with nonprofit governance, board administration, records management and retention, donor databases (CRM), human resources administration, insurance renewals, contracts, regulatory compliance and government filings, hospitality services, process improvement, and supporting bookkeeping or financial administration.

Benefits

• Paid vacation, sick leave, personal days, and federal holidays
• Retirement plan with up to 5% employer match (if working ≥20 hours/week)
• Gear and training allowance

Apply using this form: https://forms.gle/5oGAhoAkjaA2czP4A