The Office Manager is the operational backbone of the Scottsdale Charros and The Charro Foundation. This role ensures smooth day-to-day operations across administrative, financial, and membership-related functions. It requires someone who is detail-oriented, dependable, and highly skilled in both office management and bookkeeping.

In a collaborative, fast-paced, mission-driven environment, you will work closely with the Executive Director, Director of Programs, and other team members.

KEY RESPONSIBILITIES

Office Management & Administrative Support:

• Provide consistent in-office coverage and manage daily administrative operations
• Answer phone calls, greet visitors, and manage incoming correspondence
• Maintain office supplies, equipment, and appearance
• Coordinate scheduling and calendar management for leadership team
• Oversee database maintenance and updates
• Support project management tasks and deadline tracking

Membership Support:

• Maintain up-to-date member and Cowgirl records
• Onboard new members and order new member materials and gifts
• Track and send annual membership dues invoices
• Assist Executive Director with member engagement and communication

Financial Management & Bookkeeping:

• Record and reconcile daily financial transactions
• Maintain the general ledger and post entries accurately
• Process accounts payable and receivable
• Reconcile monthly bank statements
• Prepare financial reports (monthly, quarterly, and annual)
• Handle payroll processing and ensure tax compliance
• Support budgeting and forecasting efforts
• Organize and safeguard financial records for audits
• Collaborate with external accountants for tax preparation and filing

Event & Program Support:

• Assist with ticket sales, order fulfillment, and on-site logistics for major events:
  • Annual Charro Ride
  • Parada del Sol Parade
  • Spring Training Baseball
  • Charro Education Awards
  • Charro Golf Invitational
• Support meeting logistics: catering, venue prep, materials, etc.
• Provide hands-on support for membership meetings and events.

SKILLS & QUALIFICATIONS

Focus: Internal operations, bookkeeping, membership support, administrative coordination

• Bookkeeping Expertise: Proficiency in QuickBooks, Stripe, and accounting systems with a strong grasp of GAAP and financial reporting.
• Financial Accuracy: Keen attention to detail for managing daily transactions, reconciliations, payroll, and vendor payments.
• Administrative Strength: Ability to manage calendars, organize office systems, and handle scheduling with precision.
• Data Management: Experience maintaining databases and handling confidential member or financial records.
• Problem Solving: Resourceful and able to independently resolve administrative and accounting challenges.
• Time Management: Highly organized, able to prioritize tasks and meet multiple deadlines with minimal supervision.
• Interpersonal Skills: Friendly, professional demeanor with a service-oriented mindset for interacting with members and staff.
• Event Support Experience: Willingness to assist with logistics, materials, and registration for programs and events.
• Nonprofit Experience: Preferred experience in nonprofit or member-based organizations. 

THE IDEAL CANDIDATE We’re looking for someone dependable, positive, and solutions-oriented. You should be comfortable wearing many hats, enjoy working behind the scenes, and take pride in keeping operations running smoothly. This is not a stepping stone role—we're looking for someone excited to grow with the Scottsdale Charros and contribute meaningfully for the long term.

Send Resume to Dennis Robbins at [email protected].