Office Manager

HWF’s Office Manager is responsible for supervising the day-to-day operations and

maintenance of HWF’s Headquarters. The Office Manager serves as the lead staff

member for the operation of HWF’s data and archival systems, including Neon CRM, Box,

Google Drive, and physical files. The Office Manager serves as an executive

assistant to the organization’s Executive Director.

Job Duties include:

• Reception
• Supervise reception employees and volunteers to ensure the following is

completed during all office hours (M - F, 10 AM - 4 PM).

• Answering phones; taking messages
• Providing excellent customer service.
• Opening and sorting mail.

Operating point-of-sale system for memberships, donations, plaques, event tickets.

• Provide training for new reception employees and volunteers; maintain

an office handbook.

• Membership & Appeals

Process new memberships, renewals, sponsorships and donations.

• Ensure membership renewals are mailed by the 1st of each month.
• Collaborate with Outreach/Development Director to facilitate annual

mailings (mid-year and end-of-year appeals) and sponsorships.

• Data Systems & Archives
• Manage NEON donor database system by processing all incoming

Memberships, donations, sponsorships, and point-of-sale

features (registrations).

• Collaborate with Accountant and Outreach/Development Director to

ensure NEON corresponds with QuickBooks.

• Organize online (Box) and physical files.
• Supervise data entry and archives volunteers.
• Property Management
• Serve as a liaison between the Executive Director and landlord of, and contracted labor

performing maintenance on, the HQ building, including (but not limited

to) housekeeping, grounds, HVAC, pest control.

• Ensure regular maintenance tasks are performed on the HQ building,

including (but not limited to) light cleaning, air filters, smoke and carbon

monoxide detectors.

• Executive Assistant
• Manage HWF’s calendar to track events, programs, meetings.
• Assist in the preparation of materials for trustees, including (but not

limited to) annual board binders, meeting agendas, minutes, financial

reports, and executive director reports.

• Provide staff support to the Plaque Committee and Tar Heels Go Walking program,
• Such other duties as assigned.

Medical and Short Term Disability Insurance, SIMPLE IRA, PTO

Excellent writing, comprehensive reading, and computer skills. English. 4 year degree preferred but 2 year degree or excellent experience also acceptable.