Philo Ridge Farm (PRF) is a nonprofit 501(c)(3) working demonstration farm located in Vermont’s Champlain Valley. Using innovative and ecologically sustainable practices, we steward over 500 acres of pastureland, forests, and diversified produce gardens. We rotationally graze heritage breed livestock and cultivate certified organic fruits, vegetables, and flowers. Our mission is to promote organic regenerative agriculture through hands-on research, education, and community engagement. As a nonprofit living laboratory, we provide farmers, students, and the public with opportunities to explore sustainable farming practices. Through educational initiatives and collaborative partnerships, we seek to deepen our understanding of food systems, environmental stewardship, and the essential role of food and agriculture in building resilient, healthy communities.
Position Overview
PRF is seeking an experienced Office Manager to lead key human resource processes, assist with accounting and bookkeeping functions, and oversee daily office administration and operations. This role serves as the central hub for PRF’s diverse farming and hospitality operations, promoting a collaborative team environment dedicated to the long-term well-being of both the land and the community.
The Office Manager will work closely with third-party administrators, support business administration and data management, maintain and organize the main office space, and coordinate seamlessly with team members across various departments. The Office Manager will manage confidential information and be responsible for critical accounting and human resources processes. The ideal candidate will be organized, discerning, detail-oriented, and a proactive problem solver with a strong team-oriented approach and excellent communication skills.
This position will report to the Executive Director and play a key support role for the entire leadership team.
Responsibilities
Human Resources Administration
Serves as a primary liaison between the company, staff, and 3rd party HR vendors
Leads administration of bi-weekly payroll process, collaborating with off-site accounting team
Leads administration of employee paid time off
Responsible for injury reporting and worker's compensation claims
Supports onsite hiring process and paperwork, including onboarding of employees
Coordinates with department managers for off-boarding of employees
Helps develop and implement policies and procedures relevant to hiring and employment
Leads healthcare benefits administration and coordination with benefits broker + HRIS platform
Serves as a key HR resource and liaison for employee incidents, concerns, and feedback
Accounting and Bookkeeping Administration
Supports off-site accounting team to ensure timely processing of all AR and AP
Supports and reviews all month-end expense tracking and proper income/expense coding
Leads communication with the offsite accounting team, including weekly status meetings
Supports hospitality team in all cash handling processes, including daily cash and bank deposits
Assists team with the receipt collection, coding, and reconciliation of all credit card statements
Ensures that all paperwork is mailed to our offsite accounting team
Office Management & Administration
Manages and oversees all office operations and procedures
Manages tidiness + efficiency of physical office space, including equipment ordering/maintenance
Receives and distributes incoming and outgoing mail and deliveries
Maintains and manages administration by scanning, emailing, and uploading to online file storage
Oversees farm office assets and inventory, including key security items like building keys
Maintains up-to-date detailed records of all farm office equipment, hardware, software, etc.
Supports management team in capturing and organizing data, reporting and tracking tools, etc.
Supports cross-departmental communication, including weekly all-team communications
Trains team managers in document management and administrative policies and procedures
Coordinates with IT consultant for IT needs, concerns, etc.
Operational Support, Team Culture, and Community Engagement
Collaborates with senior leaders to define, build, and support a strong team-orientated culture
Collaborates across departments and works with senior leaders to support events & education
Collaborates with hospitality team to support onsite events, education, and community engagement
Leads farm tours and organizes and oversees special events where capacity allows
Observe and gather information for improvement of existing programs
Provides ad-hoc operations support to senior leaders
Qualifications
Minimum of 2-5 years of human resources experience, or an equivalent degree
Minimum of 2-5 years of office and administrative management experience, or an equivalent degree
Understanding of and experience with basic bookkeeping and HR systems
Excellent organizational skills and attention to detail
Excellent verbal and written communication skills
Positive attitude with a problem-solving, solution-orientated disposition
Strong time-management and people skills, high degree of flexibility, and multitasking ability
Experience and familiarity with HRIS systems
Proficiency in Microsoft Word, Excel, Adobe, and Quickbooks, with aptitude to learn new software
Ability to maintain confidentiality of company information
A passion for sustainable agriculture and healthy food systems
Self-starter who can work independently to solve problems creatively
Valid driver’s license and proven track record of operating a vehicle safely
Compensation
The expected annual base salary for this position is $50,000 - $65,000.
Benefits & Perks
Employment benefits include accrued paid time off, staff meals, health care benefits, an employee discount on products in our market, and many professional development opportunities.
Application Process
Candidates should send an email with “Office Manager” in the subject line to: [email protected]. Qualified candidates will be contacted directly. Please include the following information in your submission:
Cover Letter
Resume
References (3)
Frequently cited statistics show that women and people from underrepresented groups apply to jobs only if they think they meet 100% of the criteria. If you meet many but not all the criteria and feel you may be a good fit for the role, PRF encourages you to apply.
PRF is an Equal Opportunity Employer and does not discriminate based on age, color, national origin, ethnic origin, citizenship status, disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, marital status, veteran status, or any other characteristic protected by federal, state, or local law in its employment policies. In addition, PRF will provide reasonable accommodations for qualified individuals with disabilities