Paniolo Preservation Society Onsite Manager

Mission:

Paniolo Preservation Society (PPS) was founded in 1998 as a 501(c)3 to increase public awareness of the historical, present-day and future significance of Hawaiʻi’s ranching industry with an emphasis on the roles, traditions, and contributions of the paniolo. We are dedicated to preserving the paniolo tradition as a profound part of the history of Hawaiʻi and the American West. PPS is also committed to perpetuating Hawaiian ranching as a proud and living heritage and contributor to the economic and cultural vitality and diversity of Hawaiʻi.

Primary Purpose: To be present during scheduled work hours at Paniolo Preservation Society’s (PPS) Paniolo Heritage Center (PHC) at Pukalani Stables to develop and manage all functions related to its mission adhering to Company Policy and Business Practices.

DUTIES:

The Onsite Manager, under direction of the Board of Directors, will have overall strategic and operational responsibility for all PPS programs, Paniolo Heritage Museum, the Paniolo Heritage Center Gift Shop and Online Store.

Lessor/Lessee

Interface with Parker Ranch, Inc., and PPS Board when issues arise that need immediate attention. This is most notable should a water line break, a fallen tree or other infrequent issues that go beyond the general maintenance of the facility

Administrative:

Answer and respond to all PPS phone calls

Maintain SPECTRUM internet connection for office and gift store WIFI use only

Responsible for PPS Mac computer maintenance updating cloud-based software for Excel, Word, and Office

These programs must be used to provide continuity for all PPS accounting, correspondence, and rental calendar, etc.

Manage and respond to PPS two (2) GoDaddy email accounts

Prepare reports for bookkeeper to pick up on Fridays

i. Square Cash Sales Report – done DAILY; bookkeeper receives cash to deposit at bank

ii. Credit Card Sales Report – done DAILY

iii. Cash and Check Report on Membership Donations or other donations – done DAILY

First Hawaiian Bank Credit Card; $5K billing cycle limit

i. Promptly scan/email PPS bookkeeper paid invoices for end of cycle reconciliation

Do not scan/email preliminary/unpaid invoices

First Hawaiian Bank Debit Card; $1,500 billing cycle limit

i. Promptly scan/email paid invoices to PPS bookkeeper for end of cycle reconciliation

Promptly scan/email invoices requiring check payment via PPS bookkeeper

Maintain operation records/documentation ensuring Paniolo Preservation Society in compliance with federal, state, and local regulations (i.e., copies of all merchandise invoices, rental agreements, and all it entails, special events (i.e., Valentine’s Day event)

Research grant prospects for PPS, author grants, oversee yearly grant applications

Maintain accurate membership data base that is readily accessible to directors upon request

Maintain a strong social media presence and serve as webmaster for the PPS WordPress website

Create and deliver a monthly PPS e-newsletter through our Mailchimp email base.

Create a Spring Membership campaign mailer

Implement strategic plan and mission of Paniolo Preservation Society

Manage all communication and publicity related to PPS

Jointly, with the president and secretary of the board of directors, conduct official correspondence of the organization

Interface with visiting media

Develop, manage, and maintain all applications related to PPS, presently a Facebook and Twitter account

Provide content to Facebook account maintaining family friendly presence that promotes paniolo heritage, our farmers markets, and a positive image of PPS, Hawaii ranching and agriculture, and paniolo heritage.

Develop relationships with appropriate entities that will build visitor frequency to the Paniolo Heritage Center

Represent the programs and point of view of the organization to agencies, organizations, and the general-public.

Other work-related duties as assigned by President or Board of Directors

Report part-time employee(s) hours to Altres in accordance with Altres requirements.

General Maintenance and Repair and Maintenance

Cleaning interior of building spaces throughout the venue

Ordering and stocking of cleaning supplies (excluding bathrooms) and repair and maintenance supplies

Remove and dispose debris from PPS grounds including designated parking areas.

Replace burnt out light bulbs.

Check for any water leaks in/around buildings and main water line

Manage vendor relationships (handyman, electricians, plumbers, lawn care) to ensure venue preservation

i. Any necessary work requires approval from the president and/or board of directors along with bookkeeper

on funding availability

Cleaning of gutters

Oversee sub-contracted cleaning of bathrooms, ordering and stocking of bathroom supplies and power washing of sidewalks and buildings ensuring all are completed as scheduled

Museums:

Meet and greet visitors

Educate visitors about paniolo heritage

Promote memberships – current year membership renewal forms made available

Organize and conduct tours for visitors and school groups

Organize “Talk Story” events to take place at PHC

Manage and maintain all aspects and displays of the museum working with PPS curator

Develop knowledge of all exhibits so to communicate history with visitors

Develop and train docent volunteers for the museum and to help with projects and events

Gift Store:

Train and manage gift store part-time workers

Oversee all store functions

Consistent and accurate updating of inventory

Venue Rentals:

Manage and book events at the Paniolo Heritage Center

Online calendar updating required

No less than 2 full weeks prior to a booked venue rental, must provide bookkeeper with:

i. Rental Agreement – completed, signed, and dated by renter and onsite manager

ii. House Rules and Conditions of Use – signed and dated by renter and onsite manager

iii. Liability Insurance – minimum $1M coverage obtained and paid for by renter naming Paniolo Preservation Society and Parker Ranch, Inc., as additional insured

iv. Liquor license secured and paid for by Renter when applicable

Ensure renters abide by the established Hawaii liquor laws

v. $500 security fee check from renter

also,

vi. Do site walk-through with renter(s) prior to actual rental day to brief them on location of light switches, trash cans, bathrooms, etc.

vii. Do site inspection immediately following rental event to make certain no damage incurred to PPS site. If no damage, advise bookkeeper for return of security fee to renter

Farmers Markets:

Online calendar updating required

Promote and oversee Wednesday Waimea Midweek Market and Saturday Kamuela Farmers Market

Manage relationships with principals of respective markets

The farmers markets responsible for containing and hauling away all trash generated at the market

Board Meetings:

Attend quarterly board meetings providing written reports on status of operations and activities. Ensure that the board is fully informed on the condition of the organization and all-important factors influencing it.

Provide Board with timely and accurate information to enable them to make informed decisions.

Salary:

Salary will be based on qualifications.

Applications are due by Friday October 11, 2024 at 5:00pm

Submit resumes to Kanoa Alapai at kanoajohn@yahoo.com