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