JOB DESCRIPTION
Reports To: Executive Director
Employment Type: Part-Time Salaried (approximately 30 hours per week)
Location: San Marcos, Texas
Salary: $50,000+/yr commensurate with experience
Preservation Texas is seeking a proactive, highly organized, and detail-oriented Business Manager to oversee the organization’s day-to-day financial, operational, and business functions. This is a part-time salaried position (estimated at approximately 30 hours per week) based in San Marcos, Texas.
Preservation Texas engages in advocacy, educational programming, historic site stewardship, and fee-for-service consulting projects across the state. The Business Manager oversees and integrates the organization's financial, administrative, and compliance functions to ensure smooth day-to-day operations. Key responsibilities include managing full-cycle bookkeeping, contracting and procurement, payroll, human resources administration, IT coordination, regulatory compliance, and project-related permitting.
This role collaborates closely with the Executive Director, staff, board treasurer, and external accountants/auditors to ensure operational continuity, fiscal integrity, and statutory compliance.
Primary Responsibilities
1. Bookkeeping, Financial Operations & Accounts Management
Accounts Payable (A/P): Review, code, post, and disburse payments for all vendor invoices, contractor billing, staff expense reimbursements, and operational expenses in accordance with internal controls.
Accounts Receivable (A/R): Generate and track invoices for sponsorships, donations, event registrations, grants, and fee-for-service contracts; monitor aging reports and handle collections.
General Ledger & Reconciliation: Perform routine bookkeeping entries, reconcile bank and credit card accounts monthly, maintain depreciation schedules, and record adjusting entries.
Banking & Cash Management: Serve as primary liaison with financial institutions; manage bank accounts, execute approved transfers between operational and restricted accounts, monitor daily cash balances, and maintain up-to-date authorized signer documentation in accordance with board financial controls.
Deposits, Cards & Merchant Services: Process check deposits, wire/ACH transactions, and credit card payments; administer organizational credit card accounts, monitor transaction limits, and manage payment merchant gateways (e.g., Stripe, Square) for retail sales, donations and fee-for-service billings.
Tax Filing & Compliance: Coordinate and ensure timely filing and payment of all relevant local, state, and federal taxes, including payroll taxes, state sales tax, and local hotel/occupancy taxes where applicable; coordinate with the CPA for the preparation and filing of IRS Form 990.
Vendor Tax Compliance & 1099 Reporting: Issue, collect, and maintain IRS Form W-9s from all independent contractors, consultants, and vendors prior to issuing disbursements; track annual nonemployee compensation and accurately prepare, file, and distribute IRS Forms 1099-NEC and 1099-MISC in compliance with federal deadlines.
2. Contracting, Bidding & Fee-for-Service Administration
Client & Vendor Contracting: Draft, review, execute, and monitor standard contracts, service agreements, and memoranda of understanding (MOUs) with clients, independent contractors, and vendors.
Bid Submissions & Proposals: Assist project leads in compiling cost estimates, fee schedules, licensing/insurance verifications, and compliance documentation for competitive bid submissions, RFPs, and fee-for-service preservation proposals.
Contract Compliance: Track deliverables, payment milestones, retainage, and billing schedules across all ongoing fee-for-service projects and grants.
3. Financial Reporting & Board Support
Monthly & Quarterly Reporting: Prepare standard financial statements (Statement of Financial Position, Statement of Activities, cash flow projections, and budget vs. actuals) for staff program managers and the Board of Directors.
Annual Reports & Audits: Facilitate and assemble materials for the annual financial audit or review; compile financial disclosures, schedules, and operational summaries for the organization’s Annual Report.
Budgeting Support: Work alongside the Executive Director and Board Finance Committee during annual budgeting processes and capital expenditure planning.
4. Human Resources, Payroll & Benefits Administration
Payroll Processing: Administer semi-monthly payroll processing, tracking paid time off (PTO), sick leave, and expense reimbursements.
HR Onboarding & Offboarding: Manage personnel documentation, background checks, employment agreements, benefits enrollment, and standard onboarding/offboarding workflows.
Personnel Compliance: Maintain the employee handbook, monitor state/federal labor law compliance, and maintain secure employee files.
5. Organizational Operations & Administration
Insurance Portfolio & Risk Management: Oversee annual renewals and claim administration for commercial general liability, directors and officers (D&O), property/historic structure casualty, workers’ compensation, and vehicle/equipment policies; issue, request, and track vendor and organizational Certificates of Insurance (COIs).
Leased Property & Maintenance Coordination: Serve as the primary administrative liaison for landlords and property management companies across all leased offices, heritage sites, and storage facilities; submit, track, and follow up on routine and emergency maintenance requests, monitor landlord compliance with lease obligations, and ensure timely lease renewals and utility oversight.
Staff Travel & Logistics Coordination: Coordinate and book travel itineraries including flights, lodging, rental vehicles, and ground transportation for staff, board members, and guest speakers traveling for statewide fieldwork, regional advocacy, and events; ensure all bookings comply with organizational travel policies, budget limits, and state sales/hotel occupancy tax exemption guidelines.
Information Technology (IT) Coordination: Manage software licenses (e.g., Google Workspace/Microsoft 365, accounting software, CRM/donor databases), hardware assets, and staff accounts; liaise with third-party IT support vendors for technical troubleshooting, network security, and data backup protocols.
Office & Operational Logistics: Oversee office inventory, equipment leases, mail distribution, utility accounts, and day-to-day administrative systems supporting statewide staff.
6. Permitting, Licensing & Event Compliance
Project Permitting: Coordinate with local municipalities, county agencies, and regulatory bodies to secure necessary building permits, historic district commission approvals, and zoning variances for property projects.
Event Logistics & Permits: Research and secure municipal permits, health/temporary food permits, alcohol licenses, road-closure authorizations, or park permits required for statewide conferences, tours, fundraisers, and special events.
Qualifications:
Education: Bachelor’s degree in Business Administration, Accounting, Finance, Non-Profit Management, or a related field (or equivalent professional experience).
Experience: 3–5+ years of progressive experience in business management, full-charge bookkeeping, or non-profit operational administration.
Software Proficiency:
Advanced experience with accounting software QuickBooks Online.
Strong proficiency with Google Workspace.
Familiarity with donor/CRM databases, Adobe, and project management tools.
Non-Profit Knowledge: Solid understanding of fund accounting, non-profit financial reporting standards, 501(c)(3) compliance, and grant tracking.
Skills: High ethical standards, exceptional attention to detail, strong contract-reading ability, self-direction, and clear written/verbal communication skills.
Working Conditions:
Standard office work environment with frequent computer and phone use.
Second floor office with no elevator.
Occasional travel to Preservation Texas project sites, board meetings, and special events across Texas.
Occasional evening or weekend work to support board meetings or major events.
Benefits as outlined in our Personnel Manual.
How to Apply:
Interested candidates should submit the following application materials addressed to the Executive Director no later than Friday, December 4, 2026 at 5:00 pm CST:
A complete resume.
A cover letter outlining relevant experience and interest in the role.
Three work-related references (including name, title, relationship, and contact information).
Please email all materials in PDF format to info@preservationtexas.org with the subject line "Business Manager Application – [Your Name]".
No telephone inquiries, please.
Applications will be reviewed upon receipt, and a selected pool of candidates will be contacted for interviews.
Preservation Texas reserves the right to hire a qualified candidate prior to the application deadline.
We regret that we will be unable to cover any relocation expenses.
Review of applications will begin immediately, with an anticipated start date of Monday, January 4, 2027.
