Office Manager and Administrative Assistant

ABOUT THE ROLE The Office Manager is a professional working in an office environment with various roles within the organization to help ensure effective day-to-day operations. The ideal candidate will possess strong written and verbal communication skills and have expertisein budgeting processes and financial record keeping. This role requires a detail-oriented individual who can manage schedules, budgets, and team dynamics effectively. CommonGround is a start-up organization, so strong candidates will have demonstrated ability to operate in a very fluid, lean and fast-moving organization. Experience in the non-profit housing sector is preferred. In addition, the President will offer other duties as assigned as needed for the proper administration of operations. MAJOR DUTIES & RESPONSIBILITIES Administrative Provide support to senior leadership, including the CEO and Sr. Real Estate Project Manager; make travel arrangements and manage the calendars and email of senior leadership. Coordinate staff meeting agendas with CEO and maintain corporate calendar as directed. Compose communications, memorandums, and presentation materials from verbal direction. Create, maintain and update documents and forms as needed; print letters and obtain appropriate signatures. Assist with logistics planning and material creation/assembly for community meetings as well as other annual and ad-hoc meetings. Set up workspace for new hires and assist with onboarding tasks as assigned. Oversee planning of staff parties and events. Other projects assigned. Office Management Manage daily office operations including supply ordering, equipment maintenance, and contractor coordination (e.g., delivery services). Coordinate IT, internet and printing services across various service providers. Management of vendor contracts as well research new ones. Serve as the primary liaison for office vendors and service providers. Collect, date-stamp, and distribute incoming mail and deliveries. Coordination with other organizations sharing in office. Be a key part of creating a great working environment and a high achieving organization Travel & Meeting Coordination Arrange employee travel, including booking transportation and accommodations. Provide administrative support and meeting coordination for internal and external meetings and events. Financial Management & Bookkeeping Process vendor payments, organize invoices, and maintain accurate financial records. Assist with budgeting and preparing expense reports. Use QuickBooks for data entry, reconciliation, and financial tracking. Generate financial reports for audits and ensure compliance with non-profit accounting standards. Nonprofit Board Management Coordinate logistics for Board of Directors meetings, including scheduling, preparing agendas, distributing meeting packets, and managing RSVPs. Draft, compile, and maintain accurate board minutes and official corporate records. Support the President and Board Chair in managing board governance tasks. Maintain the organization's corporate documents, bylaws, policies, resolutions, and other governance materials. Ensure timely preparation and dissemination of board communications and updates. Assist with planning and logistics for board committee meetings, retreats, and orientation of new board members. Other Duties Perform additional tasks as assigned by the President to support the administration of Housing Forward operations. QUALIFICATIONS Education & Experience Associate's or Bachelor's degree in Business Administration, Office Management, Accounting, or a related field (preferred). Minimum of 3 years of experience in office administration or a similar role. Experience working in a nonprofit organization is a plus. Technical Skills Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Strong experience with bookkeeping software (such as QuickBooks) and financial reporting. Familiarity with budgeting and financial reconciliation. Comfortable using office equipment and managing vendor relationships. Ability to manage and update website. Administrative & Organizational Skills Excellent organizational and time management skills with the ability to prioritize tasks. Strong attention to detail and accuracy in data entry and financial tracking. Ability to manage multiple responsibilities and meet deadlines. Communication & Interpersonal Skills Strong written and verbal communication skills. Ability to take accurate meeting minutes and prepare professional reports. Excellent people skills, professional demeanor and ability to interact effectively with staff, board members, and external partners. Other Requirements Valid driver's license and reliable transportation (for mail collection and errands). Ability to maintain confidentiality and handle sensitive information with discretion. Flexibility to take on additional duties as assigned by the President. Preferred Experience working with public agencies, community organizations or mission-driven developers. LOCATION Tulsa, OK. This position is placed-based and will require residency in the Tulsa area. COMPENSATION Commensurate with education and experience with a bonus potential. BENEFITS: 15 vacation days, 12 sick days, 12 paid holidays, paid personal day, medical, dental and vision insurance, health savings account, flexible spending account, dependent care flexible spending account, retirement, and savings plan/401(k) match, group life insurance, short- and long-term disability, parental leave, sabbatical leave, professional development and much more! TO APPLY: Please submit a resume and a thoughtful cover letter detailing your interest in this opportunity and your relevant skills and expertise here. ABOUT THE COMMONGROUND HOUSING PARTNERS CommonGround Housing Partners (CGHP) is a newly established nonprofit real estate development corporation. With initial funding support from the Anne and Henry Zarrow Foundation, its mission is creating safe, decent, and affordable housing that strengthens communities, promotes equity, and fosters long-term economic mobility for residents. CGHP seeks to provide community and economic development that serves all income levels through the acquisition, production and management of housing; expands economic and community development opportunities; enhances the communities in which it serves and does so from a position of financial stability. ABOUT THE HOUSING PARTNERSHIP NETWORK Housing Partnership Network (HPN) is an award-winning membership network of over 100 of the nation's leading affordable housing and community development nonprofits. Through practitioner-driven peer exchange, policy and innovation, the Housing Partnership Network's mission is to leverage the individual strengths and mobilize the collective power of our member organizations to bring innovative solutions to America's affordable housing and community development sectors. HPN worked with the Tulsa Community in launching CommonGround Housing Partners, an independent nonprofit housing organization. Learn more at OUR COMMITMENT TO EQUAL OPPORTUNITY HPN is committed to creating a diverse and equitable environment and is proud to be an equal opportunity employer. HPN recruits, employs, trains, compensates, and promotes regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other protected status.