Office Manager

The Office Manager will be responsible for day-to-day Finance, Human Resources, Project Management, and Administrative Support / Management activities. S/he/they will work closely with all levels of the Sanctuary Management Team. This position reports to the Executive Director and serves as a member of the Management Team. This is an evolving position and job duties may grow and change over time.

Finance/Bookkeeping (This portion of the job is estimated for 40% of work time)

• Manage and implement financial processes and policies for the organization (total operating budget over $M).
• Make deposits; monitor all physical and electronic mailboxes for incoming materials; monitor accuracy of data entry and categorization and ensure links to/from various data sources are intact and working correctly; process and validate cash from donations, events, and petty cash use.
• Review, scan, and track all incoming payments and/or donations
• Review, scan, and track all invoices for payment; maintain a log of all expenses for review by ED and accountant
• Ensure all appropriate financial and compliance materials are properly documented and stored, via electronic and/or paper format
• Work in coordination with the accountant to compile monthly, quarterly, and annual reports for the Executive Director and Board of Directors
• Coordinate and lead the annual financial and workers comp audit processes, liaise with external auditors, provide materials and information necessary to complete the audits. Complete post audit remediation directives.
• Manage bank and credit card balances; transfer and track funds in coordination with the Executive Director
• Maintain and monitor bookkeeping processes; create new workflows as needed, in coordination with the EF and other department managers
• Communicate with the Executive Director frequently to keep them up to date of financial status. Report weekly, monthly, and quarterly on income and expenses
• Create, update, and implement all necessary business policies and accounting practices; create simple and user-friendly SOPs for business, financial, and administrative policies and processes
• Liaise with external tax professionals to complete and file annual 990, in collaboration with EO, accountant, and/or other managers
• Process and submit necessary paperwork for annual state registrations in multiple states
• Track and maintain package delivery in coordination with other managers

Human Resources (This portion of the job is estimated for 40% of work time)

• Lead, manage, and implement all human resource programs and practices for a 20-person (and growing) team
• Review bi-weekly payroll for Executive Director approval and processing; manage employee payroll deductions and reimbursements; review and distribute annual W2 and 1099s; liaise with payroll service providers to keep local tax collection and submission current. Experience with online payroll systems is preferred
• Manage benefits administration; onboard and off-board employees as necessary in coordination with their employment status and eligibility; update all employees with changes to enrollment policies and rate changes as necessary
• Create and revise job descriptions; screen and interview candidates; onboard new employees- send offer letters, execute the signing of agreements, enroll in payroll and benefits, review personnel handbook and organizational policies, set up email address, personnel file, and issue job related equipment
• Ensure new employees complete their necessary background checks and other proper compliance materials
• Conduct employee exit process- collect letter of resignation, terminate benefits on appropriate schedule, close email account and forward to appropriate personnel, collect sanctuary equipment and materials, conduct an exit interview, confirm current contact information for forwarding purposes
• Maintain all current and former employee files
• Be an open, approachable, supportive resource for all team members and sanctuary supporters
• Work together with the Executive Director to analyze and maintain the sanctuary compensation program (pay rates, bonuses, 401(k) employer contribution, PTO and holidays, vision/dental/health benefits, and adjust as necessary
• Develop, revise, and recommend personnel policies and procedures
• Maintain and revise the company’s handbook on policies and procedures annually or as needed
• Work together with the Executive Director to analyze and oversee timely implementation of the organization’s performance evaluation program and adjust as necessary

Administrative Management (This portion of the job is estimated for 15% of work time)

• Act as executive assistant to the Executive Director
• Create and implement systems to keep the team efficient and organized as needed
• Maintain corporate documents and files

Outreach, Development, and Education (This portion of the job is estimated for 5% of work time)

• Assist with events and sanctuary tours as needed
• Assist Education staff as needed
• Assist Development Director to manage grants, compile reports, and maintain records

Qualifications

The Office Manager is part of the sanctuary’s management team. This requires that the incumbent represent Indraloka well by being ethical, responsible, kind, interpersonally effective, punctual, and motivated to go above and beyond the call of duty. The incumbent must also be highly detail-oriented and organized with excellent analytical and problem-solving abilities. It is important that s/he/they display excellent verbal and written communication and interpersonal skills. Everyone on the Indraloka team, including the Office Manager, is sometimes required to work evenings, holidays, and weekends.

• Passion for the mission required
• Bachelor’s Degree required
• Kindness and compassion for all life is required
• The ability to advocate effectively for a plant-based, cruelty-free lifestyle is required
• 4+ years experience working in a business or administrative management capacity, preferably within non-profit organizations, with key area of expertise in farm animal rights, the environment, or education
• Financial literacy and understanding of nonprofit accounting, compliance, and regulations is required
• Knowledge of tax and other compliance implications of non-profit status is needed
• Proficiency in Excel and Quickbooks necessary, PowerPointand presentation skills a plus
• Budget development and oversight experience is required
• Ability to manage multiple projects and priorities independently, work efficiently and effectively with daily distractions while sharing an office space with animals and other team members
• Ability to prioritize, problem-solve, and execute sound judgment
• Excellent interpersonal skills and ability to work collaboratively with internal and external partners to manage the scope, strategy, requirements, and implementation of projects
• Exceptional organizational, written/oral communications skills
• A demonstrated commitment to high professional ethical standards and a diverse workplace is necessary