Operations Manager

Saratoga PLAN’s Operations Manager is essential to the longevity of the conservation work we do. The role supports the Executive Director, staff, Board of Directors, donors, partners, and volunteers.

Responsibilities

• Office Management (40%)
  • Maintain a neat, well-organized office, ensuring supplies, equipment, and staff resources (furniture, stationery, computers) are available.
  • Assist with employee onboarding: set up technology, provide payroll/insurance/retirement paperwork, and arrange workspaces.
  • Interface with vendors to coordinate contracts for insurance, office supplies, banking, financial audits, and IT services.
  • Process bills, receipts, and revenue in QuickBooks Online; make weekly bank deposits.
  • Process biweekly payroll, including deductions for health, dental, and retirement accounts.
  • Ensure timesheets and HR practices comply with local, state, and federal standards.
  • Provide administrative support: IT systems, word processing, mailing, photocopying, meeting logistics, and refreshments.
  • Monitor and respond to PLAN’s info inbox, redirecting requests as needed.
• Event Planning and Community Engagement (30%)
  • Serve as the initial public touchpoint: answer phone inquiries, greet visitors, and welcome office guests.
  • Plan and execute events (10–200 attendees), including venue selection, catering, AV, decor, and entertainment.
  • Support fundraising events with Development staff to ensure mission-aligned, high-touch experiences.
  • Assist with event registration, logistics, and mailings.
  • Recruit, train, and coordinate volunteers for administrative tasks (data entry, mailings, event tabling).
• Record Keeping & Data Entry (30%)
  • Upload financial records to SharePoint and input constituent information into CRM.
  • Track new email subscribers and volunteer signups.
  • Ensure proper documentation for donations on SharePoint alongside thank-you letters.
  • Prepare financial reports for accountant, auditor, and board meetings using QuickBooks.
  • Upload weekly donation data into QuickBooks via Development staff spreadsheets.
  • Reconcile monthly financials with the accountant and PLAN’s outside consultant.
  • Maintain and revise protocols for financial procedures, donation processes, and data entry; train staff as needed.
  • Administer corporate records, compliance documents, and registrations (e.g., Land Trust Accreditation, board meeting records).
  • Compile records and reports for annual audits and corporation filings.

Qualifications

• Proficiency in Microsoft Office 365, QuickBooks, and Excel; familiarity with SharePoint, Salesforce, or other CRMs (e.g., DonorPerfect, Little Green Light) is helpful.
• Excellent organizational skills and ability to maintain efficient office systems (paper and electronic files).
• Commitment to high-quality work, attention to detail, and professional communication with staff, board members, donors, volunteers, and contractors.
• Positive, team-oriented attitude with a sense of humor; ability to work independently with periodic supervision.
• Strong work ethic to manage dynamic workloads, prioritize tasks, and produce accurate results efficiently.
• Initiative to develop, explain, and utilize efficient office systems for tracking, documenting, and reporting.
• Trustworthiness and discretion when handling sensitive information.
• Flexibility to work occasional evenings/weekends for meetings and events.
• This is an in-person, 40-hour-per-week position.

Preferred Skills and Experience

• Associate or bachelor’s degree in business, accounting, human resources, or a related field.
• Experience with Salesforce or another CRM system.
• Strong IT skills to coordinate with external providers.
• Ability to manage a dynamic office with full-time, part-time, and contract staff.
• Experience delivering time-sensitive documents (e.g., checks for land closings, financial reports).

Pay

$55,000 to $60,000 annually.

Benefits

• Paid vacation, holidays, and sick leave.
• Employer supplement toward health and dental insurance premiums.
• Full match on an employer-sponsored SIMPLE IRA plan up to 3% of salary (upon eligibility).