Operations Manager
Harpswell Heritage Land Trust
Harpswell Heritage Land Trust (HHLT) seeks a dedicated, enthusiastic individual to manage the organization’s operations. Strong public relations, effective communication, and the ability to solve problems are a must. Join our small, collaborative team in beautiful Harpswell, Maine!
TO APPLY
Please submit a cover letter and resume to Matt Newberg at info@hhltmaine.org. Applications will be accepted until a suitable candidate is hired. Questions can be directed to Executive Director Matt Newberg at matt@hhltmaine.org or 207-721-1121.
SUMMARY OF POSITION
The Operations Manager creates a welcoming, professional office environment while providing administrative and operational support for the organization. The position manages HHLT’s bookkeeping, HR, and general office systems. Often engaging with the public, the Operations Manager represents the organization and must enjoy providing customer service and interfacing with people. The Operations Manager supports the Board of Trustees as well as the staff. The position is supervised by the Executive Director and is classified as exempt.
Duties include
- Community Relations – Represent HHLT in the community in an accurate, welcoming, and friendly way. Involve community volunteers and other constituents in HHLT’s work. Respond to inquiries promptly. Answer incoming phone calls and greet visitors at the office. Actively participate in community partnerships and respond to requests to table at events.
- Bookkeeping – Accurately document expenses and income. Prepare checks for the Executive Director’s signature. Post adjusting journal entries to QuickBooks. Assist the Executive Director with budgeting and work with external companies to prepare financial statements and tax returns.
- Human Resources – Manage HHLT’s HR systems. Process payroll, retirement contributions, and ensure that staff understand HHLT’s benefits and Personnel Policies. Ensure compliance with HR laws.
- Volunteers – Communicate with, build relationships with, and oversee HHLT’s volunteers. Recruit new volunteers (individuals and groups). In collaboration with other staff, coordinate volunteer workdays.
- Workspace and Supplies – Ensure that HHLT staff have the supplies, tools, services, and space they need to work efficiently and comfortably. Manage IT, office systems, equipment, contractors, and vendors.
- Committees and Board of Trustees – Serve as the staff liaison to the Building & Grounds Committee. Ensure that the Building & Grounds Committee has the information needed to make sound, well-informed decisions about the office and its systems. Take minutes at Board meetings. Update and share resources for the Board, including organization lists and the trustee handbook. Support other committees as needed.
- Merchandise and rentals – Order merchandise, manage inventory, and fulfill orders. Manage rental of Johnson Field Preserve and other HHLT properties.
- Record Keeping and Organizational Policies – Lead implementation of HHLT’s record-keeping systems to ensure adequate back up of essential files. Ensure impeccable record-keeping in all aspects of office management and finances. Compile information as needed for internal and external reports. Lead the update of organizational policies and procedures.
- Land Trust Accreditation Standards and Compliance – Assist with HHLT’s reaccreditation efforts. Ensure that Land Trust Standards & Practices for human resources and finances are met and documented. Create and update relevant policies and procedures. Keep a calendar of compliance and file required state reports.
- Professional Development – Pursue opportunities to improve, grow, and learn about trends and best practices in the land trust world.
ESSENTIAL SKILLS, KNOWLEDGE, ABILITIES
- 2-3 years of relevant work experience.
- Ability to develop strong professional relationships.
- Experience managing volunteers and/or employees is preferred.
- Experience in the nonprofit and land trust fields is preferred but not required.
- Applicants must be self-motivated with demonstrated skill in managing multiple projects and consistently meeting deadlines. Creative problem-solving and organizational skills are essential.
- Ability to communicate effectively and consistently through phone and email, are required.
- Competency with standard computer software, including Microsoft Office Suite and Google Workspace is required.
- Applicants must be willing to work occasional evenings and weekends.
LOCATION AND WORKING CONDITIONS
The HHLT office is located at 153 Harpswell Neck Road in Harpswell, Maine. The Operations Manager will work primarily in the office, though there will be time spent out of the office supporting programs.
COMPENSATION
This is a full-time position with benefits including a health stipend, a retirement savings plan, paid time off (vacation, sick, and holiday), mileage reimbursement at the current IRS rate, and a great work environment. Annual salary will be in the range of $45,000-$50,000.
The Harpswell Heritage Land Trust does not discriminate and strives to create a diverse, equitable, inclusive work environment and organization.