Office Manager

3 weeks ago

Saint Simons Island, United States COASTAL GEORGIA HISTORICAL SOCIETY Full time
Job DescriptionJob Description

Coastal Georgia Historical Society is seeking an Office Manager to join our team on beautiful Saint Simons Island, just steps away from the Saint Simons Pier and shopping district.

As the Office Manager, you will play an integral role in ensuring the smooth and efficient operation of the office, facilities, and grounds, providing support to the staff and overseeing administrative activities. There are three centers of the Society’s activities and programs: the St. Simons Lighthouse Museum, the World War II Home Front Museum, and the A.W. Jones Heritage Center.

Job duties and responsibilities:

Administrative

  • Manages the daily operations of the office, including scheduling appointments, coordinating meetings, and handling incoming calls and emails
  • Maintains office supplies and equipment inventory, and replenish general supplies as needed
  • Evaluates and coordinates any IT needs or repairs to computers or phone system
  • Maintains the calendar in Outlook
  • Fields phone calls regarding programs, membership, and general questions
  • Compiles the packet for the Board of Directors meetings
  • Prepares Minutes from Board Meetings
  • Helps with special events as needed

Bookkeeping/Accounting

  • Utilizes QuickBooks to maintain the financial records of The Society.
  • Daily input of payables and receivables
  • Pays vendors on a weekly basis
  • Goes to the bank and post office twice a week to make deposits and collect mail
  • Annual Budget creation and collaboration with each department for accurate projection
  • Works with the CPA to help them produce accurate and timely financials for the Board of Directors
  • Works with the auditor annually to provide necessary items for the Audit Report
  • Ensures biweekly payroll is accurate before submitting it to the Director for approval

Facilities Maintenance

  • Ensures that all facilities, equipment, and utilities are in good working order. Assists with coordination of repairs.
  • Schedules routine maintenance on larger facility systems, i.e., fire system, a/c systems, electrical systems. Serves as point of contact for maintenance vendors
  • Oversees landscapers and cleaning crew to ensure that grounds and buildings are being cleaned and cared for properly.

Qualifications:

  • Proven experience in office management or a similar role
  • Proficiency in Microsoft Office Suite
  • Excellent organizational and multitasking abilities
  • Strong communication skills
  • Knowledge of budgeting principles
  • Degree in Accounting or Business a plus

Job Type: Full-time

Benefits:

  • 401(k)
  • Paid time off
  • Parental leave

Schedule:

  • 8-hour shifts, Mon-Fri

Work Location: In person

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