Office Manager

The Office Manager is a professional responsible for overseeing and coordinating administrative support in the organization. They ensure smooth and efficient operations by supervising staff, managing office procedures, maintaining office supplies and equipment, monitoring budgets, and handling confidential information. They collaborate with other departments to improve overall organizational quality, efficiency and implement office policies and procedures. A person in this role needs to have excellent organizational and leadership skills, strong communication and interpersonal skills, and proficiency in office software and equipment. Additional duties include, but are not limited to, providing support in the following: Managing vendor relationships for office supplies and services, overseeing the management of IT systems, and ensuring compliance with policies and regulations.

Reports to: Operations Manager

Position Status: Full time/Non-exempt, 40 hours per week

Compensation: $26-30, DOE

Office Operations

  • Organize and coordinate internal office procedures, in order to ensure organizational effectiveness, efficiency and safety
  • Manage incoming phone and email communications
  • Implement critical safety procedures, establish evacuation plans, fire drills, set up and maintain building security
  • Organization of all office spaces/furniture: Coordinate furniture updates, staff ergonomics needs, office arrangements/renovations and upcoming office relocation
  • Manage cameras, alarm system and secure access to the office, implement security policies, train staff on office security, and respond to trespassers as needed
  • Manage the relationship with landlord, contractors, and neighbors, effectively communicating to maintain efficient function of facility and manage contract and price negotiations with vendors
  • Manage the intake, stock, inventory, and distribution of donated client goods
  • Manage stock and inform the team of needs for goods for youth – gift cards, backpacks, hygiene, baby supplies
  • Manage the purchasing, receiving, stock, inventory, and distribution of office supplies, food, equipment and other office equipment
  • Manage and secure files and storage for departments on-site and off-site at storage location(s)
  • Oversee and coordinate facilities management and maintenance of office equipment, including but limited to, regular cleaning/sanitizing, upkeep, and repairs of facilities and equipment. (Support those tasks as needed)
  • Manage helpdesk + ticketing system to provide IT support to all staff.
  • Manage device provisioning/deprovisioning, repairs and recycling/disposal.
  • Manage technology inventory, including but limited to, purchasing, secure storage, documentation, assigning/tracking, and replacements.
  • Manage IT platforms used to enroll and secure devices.
  • Support with ensuring that critical agency data is backed up, secured, and maintained by implementing a clear data archival process

     

    Financial

  • Accurately review, code, and process vendor invoices and reimbursements
  • Gather and maintain supporting documentation for invoices and payments
  • Manage bank account and corporate card updates and payments, upon clearance
  • Support with the petty cash process by recording entries, verifying documentation and providing monthly reports to internal accounting staff as needed
  • Review and secure incoming check payments along with important mail
  • Assist in the development and manage the office budget
  • Provide supporting documentation for annual audits and tax preparation

     

    Management

  • Manage time strategically, constantly re-prioritizing the tasks of the role with incoming requests and incorporating Operations team goals
  • Effectively supervise the day-to-day office operations team of 1-2 employees 
  • Delegates appropriately to team members, with a focus on empowering them to work independently
  • Provide guidance on projects and workflows from initiation to completion
  • Evaluate and manage staff performance
  • Foster and support a positive work environment and company culture
  • Communicate effectively and in a timely manner
  • Build and maintain relationships with key partners

     

    Administrative Support

  • Manage the company’s annual calendar and communications – invitations, minutes, etc.
  • Support in the collaboration, planning, and execution for all staff and client events
  • Support for the Gala and other donor/fundraising events
  • Support for training events (RFA, CSEC course, and general/informational events)
  • Support in the development of the volunteer program, including manual, training, etc.
  • Provides support of SLAY program, PEP events and partnerships with LA County
  • Conduct Ergonomic Assessments for employees’ in-office and remote working conditions, recommend a solution and purchase necessary items
  • Collaborate with HR during the hiring process, onboarding, training, and offboarding
  • Provide Office Orientation to new staff to include, office procedures, evacuation and ergonomic set-up
  • Act as support to the E-commerce store operations; inventory, processing orders, vendor invoices and product updates
  • Support other departments as needed: Direct Services, HR, RFA, Development
  • Manage and implement event policies and manual
  • Support in the collaboration, planning, and execution of logistics for all staff events and client events
  • Support with postage, mail and shipping for departments.
  • Support with ordering print jobs from vendors, including but limited to, document translations, business cards, brochures, banners, and other professional printing orders.
  • Ensure the efficient operation of technology systems and find solutions to resolve technical problems as needed
  • Support with other assigned duties by supervisor or Executive Director

     

    Position Requirements

  • Strong organizational and planning skills
  • Effective and timely written/verbal communication
  • Flexibility to work with changing timelines and event details
  • Excellent time management skills and ability to prioritize work
  • Excellent attention to detail, problem solving and analytical abilities
  • Knowledge of the office equipment, apps and technology to effectively provide IT support
  • Demonstrated ability to supervise a team, participate in their professional development, conduct performance reviews and goal setting
  • Team player who works together with multiple teams to create effective solutions
  • Ability to lift up to 50 lbs (ie donation boxes/bins)
  • Reliable transportation

     

    Nice to Have

  • Nonprofit experience related to trafficking and/or foster programs
  • Experience with JamfNow and/or Apple Business manager
  • Experience with Tallie and Bill.com
  • Experience in ADA compliance
  • Experience in CARF certification process
  • Experience with security devices (cameras, electronic locks, panels etc)
  • Knowledge of accounting, data and administrative management practices and procedures

     

    Education, Training and Experience

  • Bachelor’s degree in business administration, management or related field
  • Proven experience as an office manager or similar role
  • Excellent organizational and leadership skills
  • Strong communication and interpersonal skills
  • Ability to handle confidential information and sensitive issues
  • Excellent computer skills including Microsoft Office Suite, Google Suite, macOS operating systems, as Saving Innocence operates on Apple devices

     

    BENEFITS

    We care about our employees and we show it through the benefits we offer. Check them out!

  • Paid Vacation: Vacation will accrue at the rate of .038 hours for each 1 hour worked. (i.e. approximately 10 prorated days annually of paid vacation time for an employee who works 20 hours per week), for use after the 90th day of employment.
  • Paid Sick Leave: 6 days of Paid Sick Leave per calendar year.
  • Holiday Pay: (10 days annually observed as follows) New Year’s Day, MLK Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Day After Thanksgiving, Christmas Eve, Christmas Day
  • Retirement: Saving Innocence offers a 401(k) match of 100% of the employee’s 401(k) contributions up to 5% of their annual gross compensation.  This means that for every $1, Saving Innocence will match $1 to your account up to 5% of the eligible pay.  Vesting is immediate for employee deferrals.  Employer contributions are subject to a 5-year vesting schedule.  Employees are eligible to join the plan after 3 months of employment. 
  • Maternity/Paternity Leave Wage Replacement: up to 8 weeks, coordinating with EDD

     

    Additional Benefits:

  • Monthly Childcare Reimbursement: up to $200
  • Cell Phone or Reimbursement: Company iPhone to be used for all business-related communication during employment or monthly reimbursement of up to $50, for use of your personal cell phone
  • Internet Reimbursement: up to $50, monthly
  • Counseling Benefit: Up to 4 hours per month of paid time while attending counseling (voluntary) and up to 50% reimbursement of counseling fees
  • Jury Duty: 5 prorated paid working days, annually, if called to Jury Duty
  • Laptop: Company laptop to be used for all required work during employment
  • Mileage Reimbursement: for all required miles traveled in your personal vehicle
  • Saving Innocence/Hope Dealer Merchandise
  • The opportunity to work with a passionate and caring team AND MORE!

     

    All employees are screened through a thorough background check process. Positions with financial responsibility will also be required to undergo a credit check.

     
    If this sounds like a good fit for you, please submit your professional resume with a thoughtful cover letter, detailing why you are interested in working as part of the Saving Innocence team. We can’t wait to hear from you!

    • To apply for this job please visit savinginnocence.bamboohr.com.

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