Company description

Philo Ridge Farm (PRF) is a nonprofit 501(c)(3) working demonstration farm located in Vermont’s Champlain Valley. Using innovative and ecologically sustainable practices, we steward over 500 acres of pastureland, forests, and diversified produce gardens. We rotationally graze heritage breed livestock and cultivate certified organic fruits, vegetables, and flowers. Our mission is to promote organic regenerative agriculture through hands-on research, education, and community engagement. As a nonprofit living laboratory, we provide farmers, students, and the public with opportunities to explore sustainable farming practices. Through educational initiatives and collaborative partnerships, we seek to deepen our understanding of food systems, environmental stewardship, and the essential role of food and agriculture in building resilient, healthy communities.

Job description

PRF is seeking an experienced Office Manager to lead key human resource processes, assist with accounting and bookkeeping functions, and oversee daily office administration and operations. This role serves as the central hub for PRF’s farming and hospitality operations, promoting a collaborative team environment dedicated to the long-term well-being of the land and the community.

The Office Manager will work closely with third-party administrators, support business administration and data management, maintain and organize the main office space, and coordinate seamlessly with team members across various departments. The Office Manager will manage confidential information and be responsible for critical accounting and human resources processes. The ideal candidate will be organized, detail-oriented, and a problem solver with a strong team-oriented approach and excellent communication skills.

This position will report to the Executive Director and play a key support role for the entire leadership team.

Responsibilities

HR Administration

• Serves as a primary liaison between the company, staff, and 3rd party HR vendors
• Leads administration of bi-weekly payroll process, collaborating with off-site accounting team
• Leads administration of employee paid time off
• Responsible for injury reporting and worker's compensation claims
• Supports onsite hiring process and paperwork, including onboarding of employees
• Coordinates with department managers for off-boarding of employees
• Helps develop and implement policies and procedures relevant to hiring and employment
• Leads healthcare benefits administration and coordination with benefits broker + HRIS platform
• Serves as a key HR resource and liaison for employee incidents, concerns, and feedback
• Accounting and Bookkeeping Administration
• Supports off-site accounting team to ensure timely processing of all AR and AP
• Supports and reviews all month-end expense tracking and proper income/expense coding
• Leads communication with the offsite accounting team, including weekly status meetings
• Supports hospitality team in all cash handling processes, including daily cash and bank deposits
• Assists team with the receipt collection, coding, and reconciliation of all credit card statements
• Ensures that all paperwork is mailed to our offsite accounting team

Office Management & Administration

• Manages and oversees all office operations and procedures
  Manages tidiness + efficiency of physical office space, including equipment ordering/maintenance
• Receives and distributes incoming and outgoing mail and deliveries
• Maintains and manages administration by scanning, emailing, and uploading to online file storage
• Oversees farm office assets and inventory, including key security items like building keys
• Maintains up-to-date detailed records of all farm office equipment, hardware, software, etc.
• Supports management team in capturing and organizing data, reporting and tracking tools, etc.
• Supports cross-departmental communication, including weekly all-team communications
• Trains team managers in document management and administrative policies and procedures
• Coordinates with IT consultant for IT needs, concerns, etc.
• Operational Support, Team Culture, and Community Engagement
• Collaborates with senior leaders to define, build, and support a strong team-orientated culture
• Collaborates across departments and works with senior leaders to support events & education
• Collaborates with hospitality team to support onsite events, education, and community engagement
• Leads farm tours and organizes and oversees special events where capacity allows
• Provides operations support to senior leaders

Qualifications

• Minimum of 2-5 years of human resources experience, or an equivalent degree
• Minimum of 2-5 years of office and administrative management experience, or an equivalent degree
• Understanding and experience with bookkeeping, AP & AR
• Excellent organizational skills and attention to detail
• Excellent verbal and written communication skills
• Positive attitude with a problem-solving, solution-orientated disposition
• Strong time-management and people skills, high degree of flexibility, and multitasking ability
• Experience and familiarity with HRIS systems
• Proficiency in Microsoft Word, Excel, Adobe, and Quickbooks, with aptitude to learn new software
• Ability to maintain confidentiality of company information
• A passion for sustainable agriculture and healthy food systems
• Self-starter who can work independently to solve problem
• Valid driver’s license and proven track record of operating a vehicle safely

Benefits & Perks

Employment benefits include paid time off, staff meals, health care benefits, an employee discount on products in our market, and professional development opportunities.

Compensation

this position is: salaried, varies DOE, $50,000.00 - $65,000.00

Application instructions

Deadline

April 30, 2025