Office Manager

About Duxbury Beach Reservation

Duxbury Beach Reservation, Inc. (DBR) is a 501(c)(3) non-profit organization that owns and preserves 4.5-miles of Duxbury Beach. Our core mission focuses on three primary pillars: preserving the landform as a buffer against coastal storms, protecting the local ecology (including critical habitats for endangered and threatened species), and maintaining public access to the shore. Operating as a mission-driven, highly collaborative team, DBR works continuously with local town departments, environmental agencies, and project partners to ensure the resilience and longevity of this vital coastal ecosystem.

Position Summary

DBR is seeking an organized, proactive, and detail-oriented Office Manager to serve as the operational backbone of our organization. This 30-hour-per-week role handles a broad spectrum of operational needs, including bookkeeping support, merchandise sales tracking, compliance tracking, database management support, and office equipment and technology. The ideal candidate enjoys working in a small, collaborative nonprofit team, has strong bookkeeping foundations, and can efficiently navigate multiple software platforms.

Key ResponsibilitiesFinancial, Bookkeeping & Compliance Support

• Accounts Receivable & Payable: Process incoming mail, make bank deposits, and liaise with suppliers and partners to solicit quotes, acquire bills, and send out invoices.
• Budget Development and Tracking:
• Work with the Executive Director on the annual budget development process, partnering with program and department leaders to establish organizational priorities, revenue projections, and expense forecasts.
• Monitor budget performance throughout the fiscal year, tracking actuals against budget, identifying variances, and recommending corrective actions to maintain financial goals.
• Manage forecasting and budget revisions in response to changing operational needs, grant requirements, and project priorities.
• Liaison Duties: Act as the primary organizational point of contact for external bookkeepers and HR consultants.
• Audit & Reporting: Manage coordination with external accountants and auditors. Assist the Executive Director and Finance Committee with preparing financial, director, and trustee reports for annual and semi-annual meetings.
• Non-Profit Compliance: Maintain, organize, and coordinate insurance policies, legal filings, rental agreements, credit card accounts, state reports, and annual state/federal non-profit tax-exempt documentation.
• Payroll & HR: Support standard payroll processing and onboarding workflows. Ensure health and safety policies remain current, keep the employee handbook up to date, and handle administrative entry of CORI/SORI background check data.

Merchandise & Inventory Management

• Sales & Fulfillment: Coordinate purchasing, inventory management, order fulfillment, and shipping for DBR merchandise and public relations items.
• Tax Compliance: File and manage related state sales tax returns for merchandise sales.

Marketing, Fundraising & CRM Database Management

• Database Management: Support staff in the management of administrative databases used for public outreach, community events, and fundraising development.

Office Technology & Supply Purchasing

• Office Administration: Implement and maintain procedures and internal office administration systems.
• Purchasing and maintenance: Coordinate the ordering and purchasing of software licenses, office technology, and field/office supplies.

Knowledge, Skills & Experience Required

• Experience: 4+ years of experience in bookkeeping and office management (or an equivalent role with similar operational responsibilities). Nonprofit sector experience is highly preferred.
• Education: College degree desired.
• Financial & Bookkeeping Literacy: Foundational knowledge of general bookkeeping and accounting principles, preferably with knowledge of QuickBooks Online.
• Software Proficiency: Experience working with Google Workspace and Microsoft Office Applications (Excel, Word, PowerPoint). Familiarity with other platforms such as PayPal, Square, Canva, and MailChimp is helpful.
• CRM Familiarity: Experience with or direct knowledge of CRM development tools—specifically Bloomerang—is highly advantageous, along with overall proficiency or the ability to learn new technology platforms quickly.
• Communication & Ethics: Exceptional written and verbal communication skills. Proven capability to maintain total discretion and confidentiality regarding sensitive HR, donor, and financial records.

To Apply

Please apply by visiting https://duxburybeach.bamboohr.com/careers/41. Applications are reviewed on a rolling basis until the position is filled.

Duxbury Beach Reservation, Inc. is an equal opportunity employer.

Pay: $45,000.00 - $55,000.00 per year

Work Location: Hybrid remote in Duxbury, MA 02332