Working within a cross-functional team, the Office Manager is responsible for providing administrative support to the executive director and board of directors, coordinating all office services, including but not limited to: office technology and equipment, phone system, record retention, facilities management, organizational calendars, in-office meetings, maintenance services, utility services, supplies ordering and inventory, preparation and processing mailings, providing program administrative support, assist in special projects as assigned.
Essential Duties and Responsibilities:
Administration of Office Functions:
Oversee functionality of all office technology and equipment, including copiers/printers, phone systems, postage machines, and other equipment.
Coordinate functions related to property maintenance and management – including special projects, seasonal upkeep, equipment, etc.
Document, update and maintain inventories of all office technology and equipment.
Monitor/manage staff use of the organization's property, including use of equipment (laptops, projectors, etc.) at external meetings and presentations. Ensure compliance with equipment “check-out” procedures, including proper storage of equipment when not in use.
Troubleshoot problems with, and act as the primary contact person for vendor support of, office technology and equipment.
Maintain storage and organization of documents, files, and other materials in compliance with the organization's record retention policy, including physical and electronic records.
Provide additional administrative support to the senior staff team.
Maintain inventory of office and kitchen supplies and place orders as necessary.
Receive and distribute mail and other deliveries in compliance with the mail and cash receipts policy.
Maintain, update, and distribute board and staff contact lists.
Prepare office and appropriate conference rooms for meetings, including ensuring the cleanliness of areas. Restock supplies in bathrooms, conference rooms, supply closets, kitchen, etc.
Coordinate logistics of administrative materials and functions necessary for board and staff meetings.
Provide support to Executive Director to maintain schedule, files, materials, and board and committee activities.
Take board meeting minutes.
Prepare, print, and assemble materials for meetings
Provide support for events and fundraising campaigns as needed.
Provide administrative support to programs including backup support for database management, HR functions, record keeping, preparing for audits, and other special projects as needed.
Other duties as needed or assigned:
Provide managerial and administrative support to facilitate projects and activities within the organization.
Prepare special reports as directed.
Develop timelines, procedures, and schedules for projects as requested.
Other duties as assigned.
Four years of relevant work experience.
Excellent problem-solving skills.
Must be highly organized.
Ability to think innovatively, proactively, and creatively.
Must excel in a fast-paced, team-oriented environment; cooperative, supportive, and “can do” attitude is crucial to success.
Capable of producing results in a fast-paced, deadline-oriented environment.
Excellent verbal/written communication and interpersonal skills; ability to be clear, courteous, positive, and patient in all communications.
Ability to work well with a variety of audiences with clarity and credibility, including clients, volunteers, staff, management, and community.
Excellent analytical, organizational, and time management skills.
Positive, enthusiastic attitude.
Proficient computer skills, including intermediate to advanced skills in the use of Microsoft Office Suite (Excel, Word, Publisher), Adobe Acrobat, and database applications.
Must have a valid driver’s license and personal means of transportation.
Teen Parent Connection is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
Education Level : High School
Experience Level : Entry Level
Job Function : General
Company/ Organization Name : Teen Parent Connection Inc
How to Apply : firstname.lastname@example.org