Office Manager

Job Description

Job Description

Position Summary

Our client is seeking an Office Manager who will be the welcoming face and operational backbone of their organization's office. This position keeps the office running smoothly by managing supplies, vendors, and facility contracts, and by providing day-to-day administrative support to the President & CEO and the Homeowner Services team. The Office Manager greets and assists visitors and callers, is well-versed in the organization's programs, and helps warmly connect partner families with the right staff and resources. The ideal candidate is professional, courteous, dependable, and proud to serve a mission-driven organization.

Essential Duties and Responsibilities

Front Office and Reception

• Serve as the first point of contact for the organization: answer and route incoming calls, take accurate messages, and greet all guests, volunteers, donors, and partner families in a warm, professional manner.
• Maintain a clean, organized, and welcoming reception area and common spaces.
• Become knowledgeable about the organization's programs (homeownership, home repair, and homeowner services) to greet partner families, answer general questions, and direct them to the appropriate staff member.
• Manage incoming and outgoing mail, packages, and deliveries.

Office and Facility Management

• Manage office ordering, including supplies, equipment, refreshments, and kitchen and break-room needs; track inventory and stay within budget.
• Maintain and manage facility-related contracts and vendor relationships (such as cleaning, janitorial, security, maintenance, copier/printer, telecommunications, and similar services); track renewals, schedule service, and resolve issues promptly.
• Coordinate building maintenance and repair requests and ensure the workplace is safe, clean, and compliant.
• Maintain vendor files, service agreements, and certificates of insurance, and route invoices to Finance for approval and payment in a timely manner.
• Maintain office equipment, conference room scheduling, and office keys, access, and security protocols.

Executive and Departmental Support

• Provide administrative support to the President & CEO, including calendar coordination, scheduling, correspondence, meeting preparation, and filing.
• Provide administrative support to the Homeowner Services team, including scheduling appointments, preparing and copying materials, assisting with document intake, and maintaining organized, confidential files.
• Assist with board and committee meeting logistics as requested.
• Prepare documents, spreadsheets, and basic reports; proofread materials for accuracy.

Outreach and Events

• Support outside outreach events and community activities when necessary, including setup, check-in, materials, and breakdown.

General

• Handle sensitive and confidential information, including information about partner families and donors, with discretion.
• Perform other duties as assigned in support of the mission and operations of the organization.

Required

• High school diploma or equivalent; associate degree or some college coursework preferred.
• Two or more years of experience in office management, administrative support, reception, or a related customer-service role.
• Excellent verbal and written communication skills and a courteous, professional demeanor.
• Strong organizational and time-management skills, with the ability to multitask and prioritize in a busy environment.
• Proficiency with Microsoft Office or Google Workspace (email, calendar, documents, spreadsheets) and general office equipment.
• Ability to handle confidential information with integrity and discretion.
• Ability to work on-site during all scheduled hours.

Preferred

• Experience in a nonprofit, housing, or community-based organization.
• Experience managing vendors or service contracts and office purchasing.
• Bilingual (English/Spanish) a plus.
• Familiarity with donor or constituent databases.

Knowledge, Skills, and Abilities

• Warm, patient, and respectful when working with people from diverse backgrounds and circumstances.
• Attention to detail and accuracy.
• Sound judgment, problem-solving ability, and initiative.
• Dependability and a strong work ethic; able to work independently and as part of a team.
• Commitment to the mission, values, and Christian-rooted, inclusive spirit of the organization.

Physical Requirements and Working Conditions

• This is an in-office position; remote and hybrid arrangements are not available.
• Ability to sit or stand for extended periods, use a computer and phone, and lift up to 25 pounds (office supplies, event materials).
• Occasional local travel and some evening or weekend event support may be required.

Work Schedule

• Monday through Thursday: 9:00 a.m. to 4:00 p.m
• Friday: 9:00 a.m. to 3:30 p.m.
• A one-hour unpaid lunch break each day
• Total: 29.5 paid hours per week
• Occasional adjustments may be needed to support outside outreach events; any additional hours must be approved in advance.