Business Manager

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Position Status: 
Full Time
Reports To: 
Executive Director
Purpose of Position: 

This position provides management and critical back-office administrative and operational support to the Executive Director and the organization itself. It encompasses a broad array of duties. 

Essential Duties and Responsibilities: 

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. This position is expected, with minimal supervision, to provide support and trouble-shooting as needed in administrative, facility, financial, IT, and human resources programming:

Manage Ongoing Financial Tasks to Support CCI Operations

  • Review  coding and tracking of all invoices by program managers on a daily basis, and directly code administrative invoices as appropriate
  • Forecast  cash flow projections and financial needs weekly
  • Track all facility-related expenses
  • Attend weekly meetings with the organizational bookkeeping service
  • Achieve proficiency in using QuickBooks software and familiarity with CCI financial documents and reports
  • Regularly produce standard financial reports through the QuickBooks software for colleagues
  • Train new staff and ensure that all staff are appropriately coding invoices, purchase requests,  and expense reports
  • Monitor Accounts Receivable and ensure timely payments to CCI, engaging with customers and vendors regarding outstanding invoices and payments as needed
  • Support Executive Director, with ED’s work annually to prepare organizational budget
  • Special projects as assigned

Provide General Administrative Support

  • Support Executive Director with respect to organizing board of director meetings, events and packets and occasional Board Committee meetings and other meetings led by the Executive Director
  • As needed, support logistics, refreshments and agendas for monthly staff meetings
  • Ensure timely preparation of Board financial materials for Board meetings
  • Responsible for planning (individually or with a team of colleagues)  annual staff holiday gathering and assisting ED in planning summer outing and/or other staff trainings or team-building efforts
  • Provide General customer service
  • Responsible for tracking all CCI customer contracts and annually reviewing and refreshing the list of contracts and maintaining hard copy and electronic files
  • Complete annual review to ensure contracts properly tracked
  • Responsible for overseeing others’ duties to track equipment and/or overseeing/tracking all CCI inventory/equipment
  • Responsible for maintaining a master inventory of all CCI staff training/credentials, reviewing the inventory quarterly and proactively prompting staff to renew credentials as needed
  • Perform annual internal audit of X-Ray Fluoresence (XRF) deviceto ensure compliance with DEP license requirements and with internal controls and systems
  • Special projects as assigned

Manage Information Technology (IT) & Telephony

  • Working with vendors, ensure smooth operation of IT, phones and security for staff and building.
  • Serve as key contact point with external IT vendor, who are responsible for major issues.
  • Provide daily troubleshooting for minor staff IT issues
  • Maintain a current inventory and tracking of all CCI technology, equipment, software, etc. including the postage and Xerox machines
  • Pull monthly usage and billing reports for postage meter, photocopier and other equipment as needed
  • Serve as key contact point with external phone and Security vendors
  •  Special projects as assigned

Administer Benefits and Support Human Resources

  • Assist in updating and maintaining job descriptions, employment advertisements, employee time sheets and other non-sensitive documents
  • Process employee related benefits claims, such as short term disability, etc.
  • Maintain and oversee improvements to  employee documents such as the employee handbook, check request forms, reimbursement request forms, etc. as assigned and with direction from the Executive Director
  • Take lead role in employee benefits administration and negotiation annually
  • Special projects as assigned

Oversee Facility Management

  • Oversee the Building Manager, whose scope of work includes the following:
    • Directly schedule and oversee any vendor work needed to support the facility – e.g. cleaning services, snow removal, plumbing repairs, alarm system, etc.
    • Troubleshoot facility related issues
    • Ensure that the kitchen is kept tidy, emptying the dishwasher as needed, and prompting all-building refrigerator clean-outs on a periodic basis
    • Order needed building supplies
  • Prepare annual building maintenance budget and ongoing inventory of “needed maintenance items and cost estimates”
  • Manage annual update to checklists of weekly, monthly, quarterly and annual “to do” items related to facility and ensure completion of these items, recruiting team and additional resources as needed
  • Maintain vendor contracts and review/code vendor invoices
  • Manage all aspects of tenants
    • Track tenant leases
    • Troubleshoot tenant needs
  • Direct Building Manager to ensure that the facility is clean and presentable at all times
  • Attend Building Committee meetings

Special projects as assigned

Skills and Minimum Qualifications: 
  • Bachelor’s degree in business or related field or 5+ years in a business management position.
  • Superior customer service and communication skills (verbal and written).
  • Attention to detail and accuracy of work.
  • Ability to react to change productively and handle other essential tasks as assigned.
  • Demonstrated ability to work independently in the absence of supervision; to take responsibility for completing assignments when needed; and to take initiative.
  • Proficient in MS Office Suite (Word, Excel, Outlook, Access).
  • Experience with Quickbooks is a plus but is not required.
  • Must have valid Pennsylvania driver’s license, access to a reliable vehicle when needed for work assignments, and provide proof of automobile liability insurance coverage.
  • All CCI applicants must pass background and drug screening.
  • Must be able to lift 50 lbs. and ascend and descend two flights of stairs daily.
As an equal-opportunity employer, Conservation Consultants, Inc. prides itself in celebrating diversity and does not discriminate in any of its programs, policies, procedures, or employment practices on the basis of race, color, national origin or ancestry, citizenship status, religion, sex, pregnancy or related medical condition, gender identity, sexual orientation, age, physical or mental disability, or any other characteristic protected by law Conservation Consultants, Inc. is a 501(c)(3) Non-Profit Pennsylvanian Corporation.
Love to make a list and swiftly cross off your completions? Is “super-organized” your middle name? We have the perfect job for you! CCI needs a Business Manager who can efficiently, effectively juggle multiple critical back-office operational systems: accounting, IT, human resources, and more. If you can keep calm and carry on with meticulous execution as you wield your spreadsheets, be part of our management team. CCI offers a fast-paced, fun environment committed to work-life balance and making a difference in people’s lives. We seek high-achieving go-getters who thrive in the “hands-on” environment of a small nonprofit.