Front Office Associate

Position:              Front Office Associate                                                Date:     February 2025

Reports to:        Charitable Gifts and Events Manager                             FLSA:   Non-Exempt

POSITION SUMMARY

The New York-New Jersey Trail Conference seeks a part-time Front Office Associate to support our front desk operations, retail operations and provide data entry support for our member-donor database. The Trail Conference’s 30,000+ person community—volunteers, customers, donors and more— is essential to the organization’s success and this position is vital in supporting it.

The Front Office Associate responsibilities include fulfilling our retail operations, data entry, answering and directing telephone calls, and supporting the daily operations of the Trail Conference’s headquarters.

The Trail Conference is committed to building a culturally diverse organization whose employees are committed to ensuring that the joys of nature belong to everyone, regardless of race, ethnicity, gender, gender identity, age, disability, national origin, or religion.

KEY RESPONSIBILITIES

Customer Service– ~25%

• Provide a welcoming atmosphere for visitors to the Mahwah headquarters.
• Answer phone calls and forward messages to appropriate personnel.
• Manage incoming and outgoing mail and packages.

Retail and Wholesale Sales (Fulfillment) – ~25%

• Become familiar with retail offerings to promote and complete onsite sales.
• Restock merchandise and maintain an organized store appearance.
• Monitor, document, and order inventory for the store.
• Receive and process (including shipment) of sales orders.
  • This includes publications, wholesale, member premiums, volunteer recognition items, etc.
• Prepare monthly and ad hoc sales reports.

Building Operations & Upkeep – ~25%

• Monitor and order inventory of break room and office supplies.
• Assist with onsite visits and events including general use of the building.
• Greet vendors for on-site visits related to the building.
• Monitor and upkeep inside building conditions to maintain a welcoming and clean environment in conjunction with the Finance and Operations team.

Advancement & Finance – ~25%

• Receive, process, and record checks and electronic fund transactions.
• Maintain all functions of our membership program including renewal emails, physical mailings, and data entry.
• Assist the Advancement department as needed.
• Assist in monthly reconciliations between Salesforce and QuickBooks with Finance

Desired Qualifications:

• Front desk/Customer service experience.
• Prior experience working with CRMs and data systems is preferred
• Ability to solve problems and work independently.
• Strong computer skills mandatory.
• Flexibility and the ability to prioritize new tasks as they come in.
• Excellent written and verbal communication skills.
• Ability to effectively interact with people from diverse cultural, socioeconomic, and ethnic backgrounds.
• Ability to listen, give, and take feedback and learn.
• Valid driver’s license and reliable transportation.

Work Environment:

While the Trail Conference encourages and supports remote and hybrid work arrangements to allow staff members to fulfill some or all their duties from an off-site location, the Advancement and Store Associate’s responsibilities require them to be physically present in our headquarters in Mahwah, NJ.

Based in Mahwah, New Jersey, this is a part-time position beginning immediately.

The shifts for this position will be a total of 21.5 hours:

Monday:           9:00 AM – 5:00 PM

Thursday:         11:30 AM – 5:00 PM

Friday:              9:00 AM – 5:00 PM

Compensation:

The hourly rate is between $19.00 to $21.00 per hour and depending on experience. This position is eligible for 403(b) benefits and sick pay.

Application:

To apply, please submit the following items via email attachments (start all file names with your last name) to jobs@nynjtc.org, subject line: Front Office Associate: “Your Last Name”. All application materials will be kept confidential. 

• A professional resume.
• A cover letter addressing your interest and qualifications.
• Contact information for three references.

This position is available until filled. Candidate interviews will begin immediately and continue until an offer is made. No calls, please.

Employment Opportunities

The New York-New Jersey Trail Conference provides equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state, and local law. We pledge to uphold equality in our hiring and employment practices and to create an environment where everyone, from any background, can do their best work.

About Us

For more information about the New York-New Jersey Trail Conference, please visit https://www.nynjtc.org/about-us