OFFICE MANAGER PT

Company Bio

A community-based nonprofit organization dedicated to helping older adults remain independent, active and connected to their community. Through social programs, educational activities, volunteer support, and community events, the organization creates an inclusive and welcoming environment for its members.

Position Summary

The office Manager oversees daily office operations and serves as the primary point of contact for members, volunteers, visitors and community partners. This position combines front office administration, member support, even coordinator, communications and general office upkeep.

Major Duties

Front Office Management:

• Serve as the first point of contact for members, volunteers, and visitors.
• Act as the organization's eyes and ears by staying attuned to the needs of members, volunteers, and colleagues and providing timely assistance where needed.
• Greet guests warmly, provide information about programs and services, and maintain a welcoming, tidy, and organized office environment.
• Regularly update window displays to highlight recent member events, upcoming programs, and seasonal themes, creating an inviting and engaging exterior for the office.

Membership and Volunteer Support:

• Encourage and facilitate membership growth and engagement.
• Assist with onboarding new members to ensure a smooth transition into our community.

Administrative Duties:

• Oversee day-to-day office operations, including mail collection, documentation, and distribution.
• Document incoming checks digitally and notify key stakeholders.
• Prepare and make bank deposits.
• Manage office supplies to ensure the office is well-stocked and orderly.
• Manage various platforms (e.g., Google Suite, CRM systems, Canva).
• Assist with printing needs, document preparation, and other administrative tasks to support the team in achieving organizational goals.
• Manage databases and maintain digital and print records, ensuring data integrity.

 Event Planning and Support:

• Assist with setup for in-office events, including movie screenings, member orientations, meetings, discussion groups, and game events in the office; move furniture as needed to accommodate participants.
• Assist in planning and executing events, from small gatherings to large fundraisers.
• Coordinate logistics, manage event materials, and ensure successful event execution.

Content Creation and Communications:

• Design and create visually appealing office or outreach materials to promote events and programs.
• Write and manage clear, compelling emails, program and event messaging, office signage, and member greeting cards.
• Create and distribute a digital weekly events mailing.

Janitorial Management:

• Ensure sinks and toilets are cleaned and sanitized regularly to maintain a hygienic environment.
• Manage daily trash and recycling collection, ensuring waste is properly disposed of and recycling procedures are followed.
• Regularly wipe down and disinfect office counters, desks, and other surfaces to keep the workspace clean and presentable.
• Oversee the office's general tidiness, including sweeping and vacuuming, and address any immediate cleanliness concerns as they arise.

Minimum Qualifications

• Minimum of 2 years of administrative experience in a public-facing role.
• Experience in nonprofit organizations is a plus.
• Proficiency in Word, Google Suite, CRM systems, Mailer Lite; ability to quickly learn new technologies.
• Ability to create content in Canva, Adobe, or similar platforms.
• Ability to create labels and name badges and perform mail merges.
• Excellent organizational, communication, and interpersonal skills.
• A social personality with a genuine desire to connect and collaborate with others.
• Ability to stay focused, efficient, and effective in a dynamic environment with frequent interruptions.
• Strong problem-solving skills and attention to detail.

Preferred Qualifications

• Bachelor’s degree or associate degree preferred.

Job Schedule

Monday to Friday

RM UNIT: JBM