Office Manager

2 weeks ago


Honolulu, United States realjobshawaii Full time

Office Manager – Mālama Maunalua


Background:

Mālama Maunalua (MM) is a non-profit committed to the restoration of Maunalua Bay. The small team (5 full-time employees) engages in everything from education and outreach, to planting climate resilient coral. MM’s project portfolio has grown significantly in recent years, and as a result additional support is needed to ensure the successful implementation of the projects, and the running of the office. Hours are negotiable, but it is anticipated somewhere between 16-20 hours a week is ideal. Pay will be commiserate with experience, but will likely range from $23-$27/hour. 


Qualifications: 

  • College Degree or 4 years administrative work experience.
  • Bookkeeping experience helpful
  • Computer literacy in Microsoft Office
  • Detail oriented with good organizational skills
  • Good oral and written communication skills
  • Team player with a consistent positive attitude
  • Able to meet deadlines and prioritize daily tasks
  • Adaptable to new tasks and projects as they arise.

Duties:

  •  Assist the Executive Director (ED) and Project Manager (PM) with general financial management which may include:
         -Generating financial reports from Quickbooks to assist the ED and PM with grant management.
         -Maintaining a record of all sources of income (i.e., donations, grants, contracts, etc.) that includes fiscal requirements/restrictions, periods of performance, and other necessary details for each source of income.
         -Reviewing accounting records to confirm that organizational spending is compliant with any applicable requirements/restrictions
         -Assisting the accountant in regularly allocating organizational costs, including salary and fringe benefits based on proposed grant/contract/etc. budgets.
         -Researching costs for the development of budget proposals and financial projections
         -Generating and distributing “Thank You” Letters for all donations received.
  • Create and maintain a calendar of ED and staff obligations, and provide reminders as appropriate.   
  • Organize and maintain an online filing system containing important organizational documents (i.e., grant awards, contractual awards, subcontract/subgrant agreements, etc.) and ensure that project teams have the appropriate access.
  • Maintain a record of safety certifications/trainings (i.e., CPR, First Aid, Wilderness First Aid, etc.) for all personnel and send reminders to personnel in need of renewing certifications/trainings.
  • Maintain a record of prospective projects and assist with identifying potential funding opportunities (i.e., RFPs, partnering opportunities).
  • Assist the project team in identifying action items discussed during staff meetings and maintain accountability for ensuring action items are completed.
  • Assist the project team in organizing meetings with various stakeholders (i.e., confirming meeting times and locations, acquiring any applicable permits, reserving appropriate venues, etc.).
  • Correspondence with donors, the board, and the public, as necessary. 
    To apply, please send your resume and cover letter to Project Manager Daniel Arencibia at darencibia@malamamaunalua.org   Mahalo
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