Office Manager

The Ozaukee Washington Land Trust (OWLT)’s mission is to preserve the water resources, natural areas, and working lands of Ozaukee and Washington Counties for the benefit of all. Since 1992, OWLT has worked to conserve and steward the lands and waters of the Milwaukee River headwaters. OWLT is in the final stages of merging with River Revitalization Foundation (RRF), established in 1994, with a mission to establish a parkway for public access, walkways, recreation, and education, bordering the Milwaukee, Menomonee and Kinnickinnic Rivers; to use the rivers to revitalize surrounding neighborhoods; and to improve water quality. OWLT and RRF are non-profit conservation organizations. Together, the organizations own and actively manage 36 nature preserves, conserving over 7,000 acres in Ozaukee, Washington, and Milwaukee counties. A new name for the merged organization, to be created in late 2024, will incorporate our shared vision for protecting and stewarding our shared natural resources. The Land Trust has two offices: one in West Bend, and one near downtown Milwaukee. We are seeking an office manager to support staff, departments, and manage the operations of the two offices.  

Responsibilities will include: 

Finance and Development Support 

• Manage an office budget. 
• Manage accounts receivable including: make deposits, create and send invoices, track payments, follow up on overdue payments, and generate reports as needed. 
• Assist with preparing financial audit documentation. 
• Enter data into Little Green Light (CRM) for fundraising and member database management. 
• Maintain records including mailing lists and data entry. 
• Print and mail donor acknowledgment letters. 

Administrative Support 

• Process stewardship gear orders. 
• Provide support for office equipment needs and order office supplies as needed. 
• Coordinate and manage printing needs. 
• Administer vendor relationships including communication with colleagues about procuring vendors, communicating with vendors, and manage vendor contracts. 
• Assist with preparation for, and minutes of Board of Directors meetings and follow up. 
• Provide support for the onboarding of staff and Board of Directors. 
• Assist the Executive Director with communications and Board of Directors support. 
• Support Program Directors with administrative needs such as equipment purchasing or vendor management. 

IT 

• Manage online office productivity and communication platforms including email, phone, Microsoft Teams, and other IT as needed. 
• Assist with Microsoft Teams and SharePoint document management; assist board and staff with access. 
• Work with an IT vendor to support team needs. Solicit vendor bids as needed. 

Property Management and Safety 

• Maintain a clean and organized office environment. 
• Coordinate outdoor landscaping maintenance, snow/lawn removal, garbage disposal, parking lot maintenance, office cleaning, and key and office safety with the Grounds Manager.  
• Contact authorities or vendors as needed for sanitation or safety issues. 

Office Organization 

• Manage physical mail. 
• Create a positive visitor experience to both offices including updating resources and signage. 
• Work with Grounds Manager to manage the office security system. 
• Maintain office policies and ensure they are implemented appropriately. 
• Submit HR paperwork and compliance including OSHA documentation and reporting. 
• Submit insurance audit documentation. 
• Maintain and update outreach and communications materials including displays and resources for the public at the offices. 

Communication and Collaboration 

• Answer office phone and direct calls to appropriate staff. 
• Respond to general email and forward inquiries to appropriate staff. 
• Support Volunteer and Outreach Coordinator to update website and social media information as needed.  
• Support event planning tasks for staff including onsite and offsite events, meetings and team building activities. 

Required Experience and Qualifications 

• Previous experience managing accounts receivable. 
• Microsoft Office Suite, Microsoft Teams. 
• Database data entry. 
• Customer Relationship Management database management. 

The office manager will be based primarily out of the West Bend office with one day per week in the Milwaukee office and opportunity to occasionally work remotely. 

Salary and Benefits 

• Compensation range: $55,000 – $60,000 
• Health insurance stipend of $5,000 (periodically adjusted for inflation)     
• Participation in employer-sponsored 401K with up to 4% match          
• Paid leave includes 12 vacation days, 10 holidays, and 10 compassionate days annually