Office Manager Administrative Lead

Office Manager Administrative Lead

Join CAL-WOOD EDUCATION CENTER as an Office Manager Administrative Lead, where you'll play a crucial role in supporting our mission of providing exceptional educational experiences in the beautiful Colorado wilderness. This is an exciting opportunity to lead administrative operations in a dynamic environment, fostering a culture of collaboration and growth.

The Office Manager / Administrative Lead provides high-level administrative, financial, and operational leadership to support Cal-Wood's mission and programs. This role oversees accounts receivable and payable, contracts, insurance administration, and office operations, serving as a key partner to the Executive Director. The ideal candidate brings a strong background in accounting, operations, and/or HR, with extensive experience using Quick Books Online, excellent organizational skills, and the ability to manage multiple priorities with accuracy and discretion.

• Manage accounts receivable, including invoicing, payment tracking, deposits, reconciliations, and follow-up on outstanding balances.
• Manage accounts payable, including vendor invoices, documentation, approvals, and coordination with the external accountant.
• Maintain organized and accurate financial records, including bank statements, credit card activity, payroll records, deposits, and vendor files.
• Enter and maintain client, contract, and payment data in Quick Books Online.
• Prepare and organize monthly, quarterly, and annual financial documentation (e.g., payroll registers, tax deposits, workers' compensation reports, compliance filings).
• Identify and resolve discrepancies in payments, invoices, and financial records.
• Serve as the primary liaison with the accountant, providing required reports and documentation in a timely manner.
• Receive signed contracts via Docu Sign and ensure accurate entry into Quick Books Online.
• Send payment links and invoices for contract deposits and balances due, ensuring payment is received prior to group visits.
• Coordinate with the Programs Department to streamline and improve contract and billing workflows.
• Maintain organized contract files and client documentation.
• Maintain insurance policies and Certificates of Insurance (COIs), ensuring coverage remains current.
• Track insurance policy deadlines and coordinate payments with the accountant.
• Review group contracts for insurance selections or signed waivers.
• Coordinate with the Operations Manager to provide updated employee driver information to the insurance broker.
• Oversee office systems, supplies, mail, and equipment to ensure smooth daily operations.
• Maintain organized physical and digital filing systems.
• Support scheduling and coordination of groups in collaboration with the Program Director.
• Prepare correspondence, reports, contracts, and internal documents; proofread for accuracy and clarity.
• Maintain a professional, organized office environment and assist with tours or visitor coordination as needed.
• Support the Executive Director and leadership team with planning, reporting, and special projects.
• Participate in weekly planning meetings and prepare a weekly work plan.
• Exercise independent judgment while consulting leadership on complex or unusual issues.
• Continuously identify opportunities to improve administrative, financial, and operational processes.

• Background in accounting.
• Extensive experience with Quick Books Online (required).
• Experience with payroll processing systems (ADP preferred).
• Strong understanding of bookkeeping, accounting principles, and financial recordkeeping.
• Exceptional organizational skills and attention to detail.
• Proficiency with Microsoft Office and/or Google Workspace.
• Strong written and verbal communication skills in English.
• Experience working with nonprofit organizations.
• Familiarity with contracts, insurance administration, and compliance reporting.
• Ability to lead administrative processes and improve systems independently.

• Financial accuracy and accountability
• Confidentiality and discretion
• Process improvement and problem-solving
• Time management and prioritization
• Clear communication and collaboration
• Initiative and leadership mindset

Schedule:

Hybrid, 50% In-person, 9am-5pm, Monday through Friday. Must be able to commute to Cal-Wood.

Compensation: $65,000 annually DOE

Benefits:
Health Vision Dental Simple IRA with 3% employer match Life AD&D PTO

About Us:

CAL-WOOD EDUCATION CENTER has been inspiring and educating individuals for over 40 years…