The Office Manager fulfills the mission as established by the Board of Directors, which is to rescue surplus farm crops for people in need.  In doing so, we are building a reliable supply chain of agricultural surplus to regional hunger relief food agencies. A very high degree of accountability is required in order to provide excellent customer service and outcomes to our partner farms, recipient agencies, volunteers, donors, and our primary beneficiaries – food insecure people in eastern MA. The Office Manager is directly responsible for administrative tasks in support of the Executive Director and Operations team to continuously improve organizational efficiency. 

Key responsibilities include -

Finance 

• Coordinate all accounting activity with BAG’s contracted accounting service.
• Manages accounts receivable including all invoicing
• Serve as the primary point person for organizing records and files to comply with the annual audi and providing all required information to the auditor in a timely fashion.
• Conduct weekly bank deposits as needed in a secure and timely fashion. Securely and accurately manage and record petty cash transactions.
• Onboard vendors and maintain account information.
• Assist with financial reporting as needed

Operations

• Assist with the scheduling and booking of operations -related activities and trainings.
• May be required to update operational databases as needed including GleanWeb and SalesForce OPS.
• Responsible for ensuring organizational compliance with DOT records and requirements.
• Order Operations supplies as requested by the Operations Director and the Operations Manager.

Development

• Update development data and records as needed with donor activity in appropriate databases.
• Accurately record matching campaigns and electronic giving as needed.
• Assist with creation of annual report
• Assist with annual appeal organization including mass mailings and “thank you” mailings.
• Assist with grant submissions as needed

Outreach

• Facilitate communication with farmers and volunteers as needed.
• Serves as the primary point of contact for group volunteer activities
• Coordinate group volunteer dates, fees, etc with groups and operations team
• Support the creation of outreach materials (e.g brochures, sponsorship packages, etc) as needed

General Admin

• On-board new employees by collecting and confirming the completion and accuracy of their required paperwork.
• Collect bi-weekly timesheets, report payroll, record accrued sick time, and update PTO.
• Print financial and operational reports and other board meeting documents
• File board meeting minutes and reports.
• Monitor and restock office supplies as needed
• Maintain staff and Board contact lists

BAG is a very small non-profit; at all times, a “pitch-in” spirit is expected. Assistance on special projects may be required in addition to normal duties.

Although this largely a support role for the Executive Director, it is expected that the Office Manager will provide a broad range of administrative support to the various programs within the organization. 
 

Qualifications and Experience

• Proficiency with Microsoft Word and Excel
• Experience with Quickbooks preferred
• General technology competency and problem-solving skills
• Experience working in a dynamic team environment is strongly preferred
• Customer service or similar experience is preferred
• Experience with bookkeeping and financial data record keeping
• Experience with data management systems and/or record keeping
• Excellent proofreading and editing skills
• Good humor, an ability to think on your feet, and an easy but focused work style

Job requirements

• Personal alignment and commitment to the mission of the organization
• Must be reliable, committed, and efficient at completing job requirements
• Highly organized and efficient
• Ability to be flexible and creative to meet the evolving needs of the organization and leadership team
• Must have at least one full year of administrative experience
• Must be effective in communicating with organization stakeholders including board of directors, staff, donors, vendors, and volunteers.
• Ability to relate to the public respectfully and knowledgeably
• Must have a high attention to detail
• Reliable transportation to office location
• Basic technology skills – computer competency