Office Manager

Office Manager – Mālama Maunalua

Background:

Mālama Maunalua (MM) is a non-profit committed to the restoration of Maunalua Bay. The small team (5 full-time employees) engages in everything from education and outreach, to planting climate resilient coral. MM’s project portfolio has grown significantly in recent years, and as a result additional support is needed to ensure the successful implementation of the projects, and the running of the office. Hours are negotiable, but it is anticipated somewhere between 16-20 hours a week is ideal. Pay will be commiserate with experience, but will likely range from $23-$27/hour. 

Qualifications: 

• College Degree or 4 years administrative work experience.
• Bookkeeping experience helpful
• Computer literacy in Microsoft Office
• Detail oriented with good organizational skills
• Good oral and written communication skills
• Team player with a consistent positive attitude
• Able to meet deadlines and prioritize daily tasks
• Adaptable to new tasks and projects as they arise.

Duties:

•  Assist the Executive Director (ED) and Project Manager (PM) with general financial management which may include:
       -Generating financial reports from Quickbooks to assist the ED and PM with grant management.
       -Maintaining a record of all sources of income (i.e., donations, grants, contracts, etc.) that includes fiscal requirements/restrictions, periods of performance, and other necessary details for each source of income.
       -Reviewing accounting records to confirm that organizational spending is compliant with any applicable requirements/restrictions
       -Assisting the accountant in regularly allocating organizational costs, including salary and fringe benefits based on proposed grant/contract/etc. budgets.
       -Researching costs for the development of budget proposals and financial projections
       -Generating and distributing “Thank You” Letters for all donations received.
• Create and maintain a calendar of ED and staff obligations, and provide reminders as appropriate.   
• Organize and maintain an online filing system containing important organizational documents (i.e., grant awards, contractual awards, subcontract/subgrant agreements, etc.) and ensure that project teams have the appropriate access.
• Maintain a record of safety certifications/trainings (i.e., CPR, First Aid, Wilderness First Aid, etc.) for all personnel and send reminders to personnel in need of renewing certifications/trainings.
• Maintain a record of prospective projects and assist with identifying potential funding opportunities (i.e., RFPs, partnering opportunities).
• Assist the project team in identifying action items discussed during staff meetings and maintain accountability for ensuring action items are completed.
• Assist the project team in organizing meetings with various stakeholders (i.e., confirming meeting times and locations, acquiring any applicable permits, reserving appropriate venues, etc.).
• Correspondence with donors, the board, and the public, as necessary. 

Share Job

Add to My Jobs