Gerlach Office Manager

Location: Gerlach, NV

Department: Nevada Properties

Type: Full Time

Min. Experience: Manager/Supervisor

JOB SUMMARY

The Gerlach Office Manager oversees the day-to-day management and operations of Burning Man’s Gerlach Office. The responsibilities include supervision of staff and activities that are based out of the Gerlach Office. This role is a key representative of Burning Man for the Gerlach and Empire communities.

Applications for this role will be accepted until 6:00pm Pacific on Friday, October 26, 2018.


DUTIES & ESSENTIAL JOB FUNCTIONS

Office Management

  • Manages overall office functions and supervises office support staff.
  • Keeps a clean, organized, and accessible property.
  • Assigns work stations to seasonal staff as needed.
  • Performs and assists with administrative services, including but not limited to:
    • Answer incoming calls on multi-line phone, respond to 2-way radio calls, and greet visitors.
    • Take meeting notes as necessary and post notes to appropriate email lists.
    • Conduct photocopying, faxing and mailings, ensuring all office equipment is in working condition.
    • Sort and distribute mail for the Gerlach Office and Black Rock Station.
    • Create and manage an office filing system and archive of files.
    • Order food and beverages and schedule meetings as necessary.
    • Stock and maintain an inventory for the Gerlach office with the necessary office supplies for year around and seasonal needs.
    • Receive, log and secure packages and large shipments that arrive at the office.
  • Creates and keeps up-to-date a Standard Operating Procedures manual for the Gerlach Office.
  • Creates an annual timeline of items that need to be completed or supervised by the Gerlach Office Manager.
  • Ensures that Office goals are met and adheres to approved budgets. Oversees and helps prepare budgeting and accounting reports on a regularly scheduled basis.
  • Assists with connecting business-related inquiries with direction and information to the proper internal departments.
  • Maintains regular communications with main office staff, sharing pertinent information regarding local events and schedules and ensuring Gerlach year around staff are aware of main office events and schedules..

Community Engagement

  • Maintains a professional presence representing Burning Man, receiving all initial inquiries with patience and graciousness.
  • Provides the Gerlach citizens, Gerlach businesses, and local government officials with a point of contact to receive requests and information that needs partnership or help.
  • Understands the local, state, and federal government environment to successfully receive official or press visitors and escalate issues as necessary to the appropriate Burning Man representative.
  • Receives visitors and tourists for the variety of properties in Nevada under the direction of the responsible department and the Office Manager’s direct manager. Routes inquiries internally to the appropriate department when applicable.
  • Periodically attends local community and government meetings on behalf of Burning Man under the guidance of management.

Event Support

  • Works from the Gerlach Office during the event and orchestrates the appropriate response to requests from the playa by deploying designated staff to make business runs to the playa.
  • Relays urgent messages between members of the staff, volunteers, participants, press agents and law enforcement officials in Gerlach, on playa and in San Francisco.
  • Reasonably and calmly assists artists, event participants and researchers, and vendors throughout the year with their inquiries and providing direction to the appropriate departments.
  • Supervises the DPW Packages Department Manager during the event season (July to September.)
  • Supervises and assists with the staff ticketing and credentialing activities located in the Gerlach Office pre-season.
  • Main point of contact with the Gerlach Ranger Patrol, requesting assistance and support for staff, local resident and participant assistance as needed.

Asset Support

  • Understands the scope of Nevada-based assets including land, physical property, business programs and strategic plans for use. Participates in the permit tracking process under the guidance of the Nevada Property Manager.
  • Intakes, documents, and requests repair and maintenance for the Gerlach Office, which includes any assigned buildings and properties. May participate in small quick repairs.
  • Maintains the integrity of the properties by overseeing cleaning, property use allocations and reporting any abuse of the properties to the Nevada Properties staff and ensuring that these resources are available to Burning Man staff as needed.
  • Tracks Burning Man owned fleet vehicles for registration and insurance. Ensure timely registration with the Nevada Department of Motor Vehicles.
  • Assist the DPW Fleet Manager and other departments with proper purchasing and licensing of new asset acquisitions.
  • Maintains and updates the asset database, which includes all Burning Man portable inventory owned and stored in Nevada.

Other Duties as Needed

  • Participate in special projects and perform other miscellaneous job-related duties as assigned.

LEARNING AND TEACHING

  • Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes.
  • Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties.
  • Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes.
  • Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.

QUALIFICATIONS

Required

  • Ability and willingness to maintain a permanent residence in Gerlach or Empire, Nevada.
  • 3+ years of Office management or relevant experience
  • Ability to actively and effectively supervise and support staff.
  • Ability to foster a cooperative work environment and good team morale.
  • Demonstrate the ability to effectively be flexible and responsive to change.
  • Ability to analyze, develop, establish, and maintain efficient office work-flow and administrative processes.
  • Detail oriented, with strong organizational skills.
  • Motivated self-starter who has the ability to take direction.
  • Ability to maintain personal integrity and uphold high standards of confidentiality.
  • Strong oral and written communication skills, as well as excellent listening skills.
  • Strong background in customer service.
  • Strong accounting and budgeting skills.
  • Strong computer skills, working knowledge of MS Word, Excel and Google applications.
  • Professional and approachable demeanor conducive to representing Burning Man to a wide variety of participants, local community members, law enforcement and vendors.
  • Knowledge of Burning Man.

Preferred

  • Knowledge of Wordpress and Filemaker.

REQUIRED LICENSES/CERTIFICATIONS

  • Possess a valid Nevada Class “C” Driver’s License and clean driving record.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

  • Off-playa:  Work is primarily sedentary in nature, no special demands are required. 
  • On-playa:  Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation.  Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.

ABOUT THIS ROLE

  • This is a regular, full-time position eligible for benefits, working out of our Gerlach office.
  • Burning Man is an equal-opportunity employer.
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