Position Summary:

Urban Boatbuilders is seeking a detail-oriented, highly organized office manager to support the daily operations of our mission-driven organization. This essential role will provide administrative support to the Executive Director and Development Director, manage bookkeeping and financial tracking, oversee general office operations, and coordinate human resources processes, including employee onboarding and benefits administration.

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The Office Manager is a central figure in ensuring the organization runs smoothly and efficiently. Responsibilities include managing accounts payable and receivable, assisting with budget tracking and financial reporting, maintaining office systems and supplies, scheduling and supporting meetings, and serving as a point of contact for staff HR needs.

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At Urban Boatbuilders, we embrace an "all hands on deck" culture where every team member, regardless of title, is ready to pitch in. We are looking for a proactive problem-solver with strong communication skills and a commitment to equity and youth development. The ideal candidate thrives in a collaborative, small-team environment and is comfortable managing multiple priorities with accuracy and discretion.

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Position: Office Manager

 

Position Status: Full-time, exempt

 

Compensation and Benefits:

• Compensation: $51,000-$56,000, depending on experience

• Comprehensive benefits package including:

  • 100% employer-paid health insurance premium

  • Health Savings Account (HSA) match of up to 3% of salary

  • Employee-paid group dental

  • Simple IRA match of up to 3% of salary

  • Ten paid holidays

  • PTO begins at 15 days/year and increases based on the length of service with the organization up to 25 days/year

  • Short-term disability, long-term disability, and life insurance.

  • Six-week paid sabbatical after seven years

 

Duties Include:

Bookkeeping

(Opportunity for growth in this area based on interest and experience.)

• Assist with the creation of and monitor the organization’s annual and program budgets

• Prepare monthly financial reports for the Executive Director and bi-monthly reports for the Board of Directors

• Prepare financial reports for grants and other funding

• Maintain boat inventory and support boat sales processing

• Manage all bookkeeping functions including A/R, A/P, and payroll

• Demonstrate a customer-service orientation rooted in inclusiveness.

• Process receipts daily, making bank deposits at least weekly

• Maintain grant and accounting files in a neat and orderly manner

• Assist the off-site accountant in preparing the program’s federal and state taxes and reports

• Assist in preparing the organizational and program annual financial statement

 

Administrative Support

• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.

• Contribute to a collaborative team culture that celebrates diversity, innovation, and shared knowledge.

• Provide administrative support to the executive director, including scheduling meetings, maintaining calendars, and creating reports.

• Assist with donor management, record keeping, and fundraising, including events registration and event logistics.

• Assist with the submission of grant applications in collaboration with the development director.

• Support funder and contract compliance by maintaining files, data filing requirements, tracking reports and invoice deadlines, etc.

• Answer incoming internal and external customer calls and provide customer service problem-solving, and/or forwarding the call to the appropriate team member.

• Maintain the inventory of office supplies and print materials.

• Provide for maintenance of office machines and office technology (e.g., printer, copier, fax, phone system, computers, internet, etc.) as needed.

• Provide internal IT management and support, including sourcing and setting up new computers and ensuring existing technology meets the needs of staff.

• Manage software and technology accounts.

• Act as the liaison to building management including submitting and managing maintenance requests

 

Human Resources

• Coordinate human resource paperwork, including new employee office set-ups, background checks, and onboarding.

• Process new hires and ensure compliance with new hire reporting requirements.

• Monitor employee benefits, including the administration of plans as needed.

• Maintain UBB’s personnel and operations policies and procedures.

Required Qualifications:

• Well-developed organizational skills

• Is detail-oriented

• Is proactive and self-motivated

• Demonstrated experience in bookkeeping and office management

• Demonstrated ability in creating, maintaining, and implementing processes and procedures

• Excellent problem-solving and critical-thinking skills

• A positive, inclusive attitude with strong interpersonal skills

• A minimum of two years of experience in the nonprofit sector or in a similar role

• Ability to pass a Minnesota Child Protection background check upon offer of employment

• Availability to work occasional evenings or weekends

 

Preferred Qualifications

• Proficiency in Quickbooks Online and Google Workspace

 

To​ ​Apply:

Please send your cover letter and resume to Marc Hosmer, Executive Director, at hr@urbanboatbuilders.org, with the subject line “Office Manager”. Priority will be given to applications received by May 23rd, however, the position will remain open until filled. Please send any immediate questions regarding this job opening to info@urbanboatbuilders.org