Job Title: Office & Facilities Manager 
Reports To: Executive Director 
Location: Bellaire, TX (In-person) 
Employment Type: Full-Time, Salaried (Exempt) 

Position Overview: 

The Office & Facilities Manager is a key member of the Nature Discovery Center’s administrative team, ensuring the smooth, efficient, and welcoming operation of our physical space and internal systems. This role blends day-to-day office administration, facilities coordination, bookkeeping and CRM data support to help the Center thrive. The ideal candidate is highly organized, proactive, people-centered, and comfortable wearing multiple hats in a small nonprofit setting.  They bring a warm, welcoming presence to their work, helping to foster a positive and inclusive environment for team, partners and the community. 

Key Responsibilities: 

Office Administration 

  • Manage the Center’s external communications via phone, email, and mail, serving as the primary point of contact for general inquiries and correspondence with patrons 
  • Assist with the scheduling and booking of all programs and rentals in collaboration with Program team using NEON CRM 
  • Oversee the Center’s Master Calendar in Outlook  
  • Oversee office supplies, equipment, and general administrative systems 
  • Provide logistical support for program, park, and development departments as needed  
  • Assist with onboarding new team members and volunteers, including supplies, access and paperwork in coordination with program team. 
  • Manage key organizational accounts and subscriptions (e.g., insurance, vendors) alongside the Executive Director    

Facilities & Operations Management  

  • Oversee the day-to-day maintenance and organization of the Henshaw House      
  • Ensure facility safety, cleanliness, and compliance with relevant codes and regulations 
  • Ensure custodial tasks, routine inspections, and seasonal maintenance are completed as scheduled, coordinating with the City of Bellaire Parks and Recreation Department, vendors and personnel as needed  
  • Maintain inventory of general supplies, equipment, and consumables and assist team with program, animal care, and park specific purchasing needs   
  • Provide logistical support for major events like Pumpkin Patch and the Twilight Gala, including ordering supplies, renting equipment, setup and coordination  

Bookkeeping & Financial Support 

  • Manage accounts payable and receivable, including check writing, coding, and timely processing of payments and invoices 
  • Assist with payroll in collaboration with the Executive Director and accountant    
  • Maintain organized financial records and documentation for filing 990 and grant reporting  
  • Maintain accurate records of day-to-day expenses in QuickBooks, reconcile accounts monthly, and support routine financial reporting and annual 990 preparation 
  • Collaborate with the Executive Director, external accountant, and Board Treasurer as needed 

Qualifications: 

  • Minimum 3 years of experience in nonprofit or office administration     
  • Proficient in QuickBooks and familiarity with nonprofit bookkeeping 
  • Strong organizational and time management skills 
  • Ability to problem-solve, multitask and work independently 
  • Excellent written and verbal communication skills with a warm, welcoming demeanor 
  • Proficiency with Microsoft Office; experience with Neon CRM and Adobe Acrobat strongly preferred 
  • Enjoy working in a lively environment where children and community engagement are part of daily life 
  • A passion for nature and mission-driven work is a plus 

Compensation: 

  • Salary range: $45,000 – $54,000 commensurate with experience 
  • PTO and holidays 
  • A supportive, nature-rich workplace that values collaboration and balance