Part Time Office Manager

Job Description

Job Description

We are looking for an organized and resourceful Office Manager to support day-to-day operations in Minnesota. This contract position with the potential to become permanent is ideal for someone who can balance administrative coordination, financial support, and facilities oversight while working independently and communicating effectively with a wide range of stakeholders. The role plays an important part in keeping office functions running smoothly, maintaining accurate records, and helping create a well-organized, well-supported workplace environment.

Responsibilities:

• Oversee core office operations by managing incoming and outgoing mail, coordinating shipments, and keeping mailing resources and postage accounts in good standing.

• Maintain office readiness by ordering supplies for on-site and remote staff, organizing shared work areas, and ensuring records and files remain accurate and accessible.

• Support onboarding efforts by helping prepare for new team members, coordinating orientation activities, and assisting with workplace setup needs.

• Administer scheduling logistics for shared spaces, attend meetings as needed, and prepare clear meeting notes for internal follow-up.

• Provide financial administrative support by entering accounting data, processing invoices, organizing check payments, preparing deposits, and assisting with expense and credit card documentation.

• Serve as a primary contact for building operations by working with security, maintenance, parking, vendors, and other external partners to resolve facility-related needs.

• Keep staff leave information current by updating digital leave records and communicating regular balances or changes to employees.

• Assist with audit preparation and ongoing financial record maintenance by organizing documentation, responding to auditor requests, and supporting compliance-related reviews.

• Contribute to the improvement of office procedures and internal controls to promote efficient operations, sound documentation practices, and a positive, well-organized environment.

• Experience in office management, operations coordination, or administrative support within a detail-focused environment.
• Strong communication skills with the ability to work effectively with staff, leadership, vendors, donors, and external partners.
• Demonstrated ability to manage multiple priorities independently and complete tasks accurately within deadlines.
• Hands-on experience with accounting support functions, including accounts payable, invoice entry, deposits, and financial record maintenance.
• Proficiency with QuickBooks or QuickBooks Online, along with confidence in data entry and general office software tools.
• Familiarity with CRM systems and the ability to maintain organized, reliable records across administrative and operational processes.
• Comfortable handling inbound calls, coordinating logistics, and supporting a busy office with strong attention to detail.