Office Manager (Maintenance Operations), Berea OH

Your story. Our mission. A perfect match. You have a place at OhioGuidestone, the state's leader in behavioral health! OhioGuidestone is the state’s leader in community behavioral health care, serving around 26,000 Ohioans each year. We focus on the needs of the whole person by providing telehealth and in-person prevention services, as well as mental health and substance use treatment. As we help people navigate the most difficult times in their lives—with compassion and respect—we ultimately empower them to take steps towards a healthier future.  

The Base Pay: $19 an hour  

Benefits include:  

• Clear career ladder for development path in various roles


• Competitive medical benefits including options for employee, family or employee + children !


• Free CEU trainings


• 10 paid holidays; three are exchangeable


• Flexible work schedules to support work/life balance


• Flexible work opportunities to support varying career paths, job roles, intern to hire, and locations


• 401(k) with employer match option


• Employment Assistance Program (EAP)


• Mileage reimbursement


• Free licensure supervision


• Recognition and rewards


• UKG Walet: Get paid after your shift!

Essential Functions:

• Demonstrate the values and guiding principles of OhioGuidestone every day, performing with the highest standards of excellence, integrity and ethics.


• Schedule, coordinate, and maintain records for all required building inspections, including fire, boiler, health, and other regulatory inspections. Coordinate with contractors, inspectors, and


• OhioGuidestone personnel to ensure inspections, certifications, and recertifications are completed timely and documentation is maintained.


• Maintain comprehensive electronic and hard copy files for all agency properties, including inspection reports, certifications, permits, compliance documentation, and other facilities-related records.


• Process and code vendor invoices, ensuring expenses are accurately allocated to the appropriate cost centers. Review and reconcile monthly credit card statements for the Buildings and Grounds Department.


• Collect, review, and maintain monthly agency vehicle driver logs from designated locations. Verify driver eligibility, ensure compliance with OhioGuidestone's vehicle use requirements, and follow up with sites regarding missing or incomplete documentation.


• Receive, prioritize, and process verbal and written maintenance requests by creating and assigning work orders through the designated work order management system.


• Maintain and organize departmental records within the shared drive, including fire drill documentation, inspection reports, and other compliance-related files. Monitor documentation to ensure records remain current and notify leadership of missing or outstanding items.


• Monitor utility expenses and vendor invoices, identify cost trends, and assist with vendor cost comparisons to support effective fiscal management.


• Maintain and administer the agency's supply ordering approver listing for all OhioGuidestone


• regions and coordinate the purchase of materials and supplies required by the Buildings and Grounds Department.


• Receive, sort, and distribute incoming mail and packages for the Buildings and Grounds


• Update vendor billing and mailing addresses as needed to ensure accurate processing.


• Maintain accurate records for agency keys, access badges, and building access requests. Process new badge requests, maintain issuance logs, and ensure proper retrieval of keys and badges upon employee separation.


• Review employee termination notifications and complete all Buildings and Grounds offboarding responsibilities, including coordinating the return of keys, badges, parking permits, and other assigned property.


• Provide administrative support to leadership by preparing reports, maintaining departmental records, responding to inquiries, coordinating communications, and performing other administrative duties necessary to support departmental operations.


• Participate in the planning, coordination, and implementation of special projects, departmental initiatives, seasonal operational changes, and other assignments that support the Buildings and Grounds Department.


• Exhibit positivity, flexibility and a willingness to take on new responsibilities as requested or required.


• Demonstrate positive leadership, promote a team-based work environment and a culture of belonging.


• Present the Agency in the most positive light with all internal and external contacts.

Education & Experience:

• High school diploma or GED required. Associate degree in Business Administration, Office Administration, Facilities Management, or a related field preferred.


• Minimum of three (3) years of progressively responsible administrative or office management experience, preferably in facilities management, property management, maintenance operations, or a related environment.


• Experience coordinating multiple projects, maintaining detailed records, and managing competing priorities in a fast-paced environment.


• Experience processing invoices, coding expenses, reconciling statements, and maintaining financial and administrative records preferred.

Qualifications:

• Mission driven; strong desire to make an impact, effective interpersonal skills; able to speak effectively with individuals and/or groups of people.


• Ability to customarily and regularly exercise discretion and good professional judgment.


• Self-motivated with the ability to work independently and collaboratively in a team-oriented, matrixed environment.


• Excellent verbal, written, and interpersonal communication skills with the ability to communicate professionally and effectively with employees, contractors, vendors, and external partners.


• Strong organizational and time management skills with the ability to prioritize multiple assignments, meet deadlines, and maintain a high level of accuracy and attention to detail.


• Proficient in managing multiple priorities while adapting to changing operational needs in a fast-paced environment.


• Strong problem-solving skills with the ability to identify issues, recommend solutions, and follow through to completion.


• Ability to maintain accurate, timely, and organized records, reports, and documentation.


• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams) and the ability to learn agency specific software and work order management systems.


• Demonstrates a high level of initiative, dependability, and accountability in carrying out assigned responsibilities.


• Must be able to access work locations, offices, and homes as necessary, which may include ascending/descending stairs.


• Ability to remain stationary for extended periods while working at a computer and performing administrative tasks.


• Ability to frequently move throughout OhioGuidestone facilities and campus locations to support departmental operations, distribute mail and packages, and coordinate facilities-related activities.


• Ability to occasionally lift, carry, push, or pull materials, office supplies, mail, packages, and equipment weighing up to 15 pounds.


• Possess a valid Ohio Driver’s License with a safe driving record and valid insurance.


• Successfully meet pre-employment drug screen, background check, and other pre-employment screenings that may include physical, TB test.

At OhioGuidestone, we demonstrate positive leadership, promote a team-based work environment and a culture of belonging.

We also care about the health and safety of our employees. OhioGuidestone requires applicants to complete a pre-employment screening process upon receipt of an offer of employment. We require and cover the cost of fingerprint background screening, physical, Tuberculosis test, and drug screen after an employment offer is made. Any employment offer is contingent upon receipt of all satisfactory pre-employment screenings.