Office Manager Overview
The Office Manager is a full-time salary exempt, in-person position responsible for overseeing BINA Farm Center’s financial operations, human resources administration, and core business and administrative functions to ensure organizational stability, compliance, and operational effectiveness.
Reporting to the Executive Director (ED) in coordination with the Finance Director (when hired). The Office Manager plays a critical role in supporting the organization’s financial health and compliance. This position provides direct administrative and financial support to the Executive Director, Executive Management Services Consultant, Finance Director, and Board of Directors.
The Office Manager serves as a member of BINA’s Leadership Team, contributing a financial and administrative perspective to organizational planning and decision-making.
Essential Duties and Responsibilities
The Office Manager will be a member of the Leadership Team. The Leadership Team meets regularly to ensure a multidisciplinary approach to organizational challenges and opportunities, supporting alignment, accountability, and long-term sustainability.
· Maintain extremely high standards of integrity, confidentiality, and professionalism when handling sensitive financial, personnel, and organizational information
· Support organizational stability through strong financial controls and compliance practices
· Provide consistent, responsive support to the Executive Director, Executive Management Services Consultant and Board of Directors across financial, legal, and business matters
· Ordering of all supplies (office and community center needs, certain equestrian and property related supplies in collaboration with the Barn & Facility Manager)
· Schedule any routine maintenance, state and town permit required audits in collaboration with the Barn & Facility Manager and ED
· Collaborate across departments to ensure accurate financial processes and timely communication
· At the discretion of the Executive Director, Executive Management Services Consultant, and Board of Directors, the Office Manager provides administrative and financial support aligned with approved strategic plans and organizational decisions.
Transaction Processing & Maintenance
· Maintain accounts receivable, including invoicing, attendance-based account updates, and account reconciliation
· Review and coordinate billing details with program and administrative support staff
· Maintain client accounts and relationships by addressing billing inquiries and resolving concerns
· Record and process donations and prepare tax acknowledgements
· Deposit and accurately record all check payments
· Complete daily cash-out procedures for Mort & Shasta’s retail operations, ensuring accurate reconciliation and proper documentation of all sales activity
Accounts Payable & Expense Management
· Maintain accounts payable, including processing weekly disbursements
· Receive, process, verify, and reconcile invoices
· Review, allocate, and record credit card transactions monthly
· Monitor and control expenses to ensure fiscal responsibility
Payroll & Compliance
· Prepare and submit bi-weekly payroll using a third-party payroll and timesheet system
· Record and reconcile payroll activity to the general ledger
· Maintain vacation accrual and sick time records
· Ensure compliance with federal and Massachusetts labor laws
· File the annual HIRD report
· Collect W-9 forms from vendors prior to payment
· Prepare and file annual 1099 forms with IRS and applicable state agencies
Financial Reporting & Controls
· Prepare financial management reports, including budget-to-actual comparisons and trend analysis, following each seasonal session
· Manage monthly cash flow forecasting and cash management
· Maintain internal controls and update financial process documentation as needed
· Bank Reconciliation
· Provide financial and administrative support for fundraising initiatives, including preparation of grant budgets
· Attend and support the annual Horsing Around at the Mandarin fundraising gala, BINA’s Boots & Bandana’s Shindig, and any other fundraising event
· Provide financial, legal, and business support to the Executive Director and Board of Directors as needed
· Support the annual audit process
· Review and implement insurance policies in coordination with BINA’s insurance agent
· Prepare and submit annual liability insurance applications
· Coordinate the annual Workers’ Compensation audit
· Coordinate the annual budgeting process and prepare the organizational budget with the Executive Director
· File required annual corporate reports
Human Resources
· Collaborate with BINA’s pro bone HR partner to support adherence to employment policies and regulations
· Support compliance with labor laws and organizational policies
· Maintain strict confidentiality for all HR-related matters
Requirements:
· Full-time, in-person position
· Bachelor’s degree in Bookkeeping, Accounting, or a related field
· Proficiency in QuickBooks and Microsoft Excel; familiarity with SharePoint preferred
· Knowledge of Department of Labor and Massachusetts labor laws and regulations
· Minimum of 5 years of relevant experience; nonprofit bookkeeping experience preferred
· Strong organizational skills with the ability to set priorities, meet deadlines, collaborate as a team player, and adapt to change
Job Type: Full-time
Pay: $50,000.00 per year
Work Location: In person
