Allora Solutions Group
  • 11-Jan-2023 to Until Filled (EST)
  • Charleston, SC, USA
  • $50,000-$55,000/year
  • Full Time

Our client, Charleston Parks Conservancy, is searching for an Office Administrator. This is a full-time exempt position. To learn more about the Conservancy, please click here.


SUMMARY

The Office Administrator works under the direction of the Executive Director and in conjunction with the directors of each department to manage the overall daily office operations and serves as an administrative liaison to the Board of Directors and executive assistant to the Executive Director. The Office Administrator will maintain relationships and ensure consistency with independent contracted firms which execute organizational needs in regard to Human Resources, Accounting and Finance, IT services, and other operational areas.


ESSENTIAL FUNCTIONS

  • Handles incoming phone calls, messages, etc.; returns general calls.
  • Processes and distributes incoming mail.
  • Provides organization and program-specific budgets ensuring sound accounting practices are maintained with guidance from an outsourced accounting firm.
    • Manages all cash flow, accounting, and record-keeping
    • Accounts Receivable responsibilities including processing incoming revenue including cash, checks, and credit card payments
    • Accounts Payable responsibilities including processing bills, invoices, and expense reports; managing outgoing payments; processing corporate credit account
    • Point person for external financial audit
  • Manages external vendor invoicing
  • Coordinates maintenance of office space and acts as contact for property management company
  • Coordinates staff meetings
  • Reviews and approves monthly financial reporting, forecasting, and cash flow monitoring
  • Coordinates end-of-month financial reporting with staff and accountant
  • Distributes financial statements to staff
  • Reconciles development and financial reports
  • Manages Information technology
  • Manages Insurance needs
  • Acts as primary liaison in communication and coordination with Board of Directors needs
  • Participates and assists in major Conservancy events
  • Human Resources responsibilities including new employee paperwork and administrative setup
  • Assists in developing and maintaining operating policies and procedures
  • Assists the Board of Directors in the planning and implementation of quarterly board meetings, records meeting minutes
  • Coordinates and attends board committee meetings
  • Assembles and distributes board packets for new and prospective board members
  • Develops and manages budget for the administrative department
  • Conceptualizes and develops annual report
  • Point person for development/reordering of all printed materials



KNOWLEDGE, SKILLS, and ABILITIES

  • Excellence in organizational management including the ability to create and manage a budget
  • Past success working with a Board of Directors and the ability to cultivate relationships
  • Strong ability to organize, prioritize, and make decisions
  • Proven ability to manage projects including vendor relationships and contracts
  • Ability to be self-motivated, work independently and meet deadlines
  • Strong written and verbal communication skills; able to communicate effectively with persuasion and passion about the organization and its mission
  • Task-oriented and strong attention to details
  • Proficiency in Microsoft Office and familiarity with Google G-Suite

TRAINING and EXPERIENCE

  • Bachelor's Degree desired
  • Typically requires 3-5 years of experience in an office management role

PHYSICAL REQUIREMENTS

  • Will spend a significant amount of time sitting
  • Will occasionally be exposed to hot or cold temperatures, outside weather conditions
  • Ability to work a flexible schedule, including occasional evenings and weekends
  • Require work in a normal office setting where time is spent working on a computer.
  • Will experience moderate noise level in the work environment
  • Substantial time spent working on a computer
  • Valid driver's license and access to reliable transportation

As part of our hiring process, please complete The Predictive Index Behavioral Assessment by clicking here.

Allora Solutions Group
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