Office Manager

 SUMMARY:

The Office Manager oversees daily administrative operations to ensure efficiency and a positive work environment, performing duties such as managing office budgets, supplies and equipment; maintaining CRM database; coordinating meetings; ensuring adherence to company policies, and coordinating with New World Foundation’s finance office on HR, IT and grantmaking activities.  Key skills for the role include strong organization, communication, problem-solving, and leadership abilities.  

Key Responsibilities

• Office Operations: Manage administrative processes, maintain office procedures, and ensure the office runs smoothly. 

• Supply Management: Order and maintain inventory of office supplies, equipment, and other necessary resources. 

• Scheduling & Meetings: Coordinate and schedule internal and external meetings, appointments, and conferences. 

• Staff Support & Supervision: Provide administrative support to staff, oversee administrative personnel, and delegate tasks. 

• Budget Management: Oversee and manage office budgets, analyzing expenses to ensure they are met. 

• Facilities & Maintenance: Address office maintenance needs and coordinate with IT for office equipment setup. 

• Policy & Compliance: Ensure all employees adhere to company policies and procedures. 

• External Relations: Serve as the main point of contact for visitors, suppliers, and service providers. 

• Special Projects: As assigned by the Executive Director.  These may include transition to new software and filing for nonprofit status. 

Essential Skills

• Organizational & Planning Skills: Manage multiple tasks, maintain filing systems, and organize events effectively. 

• Communication Skills: Effectively communicate with staff, management, and external contacts. 

• Problem-Solving & Decision-Making: Address issues, resolve conflicts, and make sound decisions. 

• Leadership & Team Management: Guide and support administrative staff and collaborate with other departments. 

• Technical Proficiency: Utilize various software and technology for administrative tasks. 

• Adaptability: Be flexible and able to adjust to changing office needs and priorities. 

Qualifications

• Education:  A high school diploma is required.  A Bachelor's degree in a related field like business or communications is preferred. 

• Experience: Relevant experience in office administration or a related field is required