Seashore Trolley Museum seeks a self-motivated, experienced, Operations Manager for our fast-paced, high-energy nonprofit organization.
Position Responsibilities:
The Operations Manager is one of the front-line positions at Seashore Trolley Museum. Interfacing regularly with volunteer and staff department heads, members, museum guests, and vendors, this position works alongside our Executive Director, Membership Secretary, and Museum Store Associates to perform all daily and on-going financial responsibilities for the museum. This position has overall responsibility for daily Museum Store operations, delivering the highest level of visitor engagement, satisfaction, and safety by maintaining exceptional standards of customer service, cleanliness, and physical appearance of the Visitors Center.
This position is responsible for three major functions: Bookkeeping, Office Management, and Visitors Center Management, which includes Museum Store oversight.
Bookkeeper Responsibilities Include:
- Performing accurate data entry and maintaining financial records according to museum standards using QuickBooks software. Entering daily all expenses, donations, membership dues, cash receipts, receivables and payables, admissions, Museum Store POS (Lightspeed) transactions, and other financial data.
- Reconciling, investigating and resolving variances in funds and accounts.
- Processing purchase requests and invoices with required department approvals and coding.
- Preparing and processing weekly payroll for a staff of 11-16 employees.
- Executing weekly/bi-weekly bank and post office runs.
- Vetting and setting up new vendor accounts according to company standards.
- Preparing journal entries, account balance reconciliations and reports as needed for departments to track their budgets and spending.
- Preparing weekly check run batches and reviewing for accuracy before processing.
- Providing training to new and existing Museum Store staff as needed.
- Booking, scheduling and invoicing tour groups, Be A Motorman experiences, and tour bus companies.
- Following the museum’s process for opening new accounts, obtaining authorizations and establishing credit limits.
- Reviewing and awarding/declining donation requests from other local and regional nonprofits monthly.
- Maintaining a professional, positive, friendly demeanor with members and guests, vendors, volunteers and fellow employees at all times.
- Handling donor and membership information with care and professionalism and maintains strict confidentiality.
- Assisting in research, special projects, reporting and compiling information for the annual audit and preparation of tax returns.
- Submitting quarterly tax filings.
Office Manager Responsibilities Include:
- Ordering office supplies for all staff and departments as needed.
- Liaising with vendors supporting our operations as needed.
- Setting up work spaces/desks for new employees and volunteers.
Visitors Center and Museum Store Management Responsibilities Include:
- Interviews, hires/re-hires, supervises, trains, and coaches all Museum Store Associates.
- Works with lead Museum Store Associate to select vendors and merchandise for the Museum Store. Negotiates merchandise price and ensures availability schedule. Follows a buying plan and maintains good control of the total inventory. Re-orders popular, sold out inventory as needed throughout the year.
- Designs or works with vendors to design all custom products.
- Sets prices and merchandises all product in the store to ensure that goals in revenue, capture rate, margin, and average sale are met or exceeded.
- Fills in for Museum Store staffing schedule as needed (during special events, if a Museum Store Associate calls out, etc.) Processes sales, promotes memberships, and cash drawer oversight.
- Works with lead Museum Store Associate to design and implement a series of changing creative displays that showcase merchandise.
- Serves as liaison between the Store and other departments within the Museum (e.g., Special Events, Curatorial,) on a variety of projects including merchandise for special exhibitions and custom products.
- Prepares and approves purchase orders and invoices.
- Budgeting, loss prevention, maintaining our POS system and other back of the house store operations.
- Works with Lead Museum Store Associate to select items for Museum Store sales and promotions, developing content to promote inventory on social media and in e-newsletters to museum members and supporters.
- Works with lead Museum Store Associate to manage Museum Store website.
- Processes and ships all online orders to customers.
- Manages the cleaning schedule for the Visitors Center, instructing and overseeing Museum Store staff and our Facilities & Grounds Manager to ensure the level of cleanliness and physical appearance of the Visitors Center is maintained.
Salary & Benefits:
The starting salary for this full-time, year round position is $52,000/year. In addition, a weekly $100 health insurance stipend is part of this position’s benefits package, as well as the opportunity to join the museum’s health and dental plans. Benefits also include participating in the museum’s retirement plan (with an employer match of up to 4%), paid time off and holidays, the opportunity to set your regular work schedule, the option to work from home one day a week during the winter months depending on the employee’s performance, and a pretty fun job at a pretty great place! The position’s start date can be flexible but ideally on or around February 10, 2025. We would like the successful candidate to work side-by-side with our current Operations Manager for at least one month before she relocates with her family in March 2025.
The Ideal Candidate Possesses the Following:
- College degree preferred with at least 5 years’ prior experience as a Bookkeeper required
- Retail experience preferred but not required
- Strong knowledge of QuickBooks and proficiency with Microsoft Office products
- Ability to prioritize work and manage time effectively, with a high level of accuracy, keen attention to detail and focus on delivering optimal customer service
- Strong organizational and communication skills, both oral and written
- Ability to spot inefficiencies (internal or external) and work with the team on process improvements
- Candidate must display professionalism and exercise the utmost discretion
- Decisiveness, good judgement, and strong self-motivation and initiative
- Experience working with volunteers and/or in a non-profit setting is a plus but not required.
This position’s 40 weekly hours are flexible—applicants are encouraged to share availability/their ideal regular work schedule in their application.
To apply, send cover letter, resume, and three professional references to Katie Orlando, Executive Director, at [email protected]. Incomplete applications will not be considered. No phone calls or drop-ins please.
New England Electric Railway Historical Society’s Seashore Trolley Museum, located in Kennebunkport, Maine, pioneered the field of volunteer-sponsored rail preservation worldwide when it was founded in 1939. Guests are treated to rides on our heritage electric railway, aboard trolleys our talented volunteers and staff have restored to their original glory. Hundreds of transit artifacts are on display around our 350-acre campus.
Over 525 volunteers and up to 16 professional staff keep our campus running, year-round. Dozens of volunteers are on campus part-time or full-time themselves each day working in our Restoration Shop, on our Railway Operations Crew operating the trolleys for our guests, our grounds and maintenance team, crews maintaining our track, signals, and overhead infrastructure. Seashore Trolley Museum is an inspiring place to work, and we hope you consider applying to be part of our team.