Job Description

Key Responsibilities: Manage incoming calls, voicemails, and emails; maintain the office phone system Oversee incoming/outgoing mail and office supply procurement Maintain office inventory, equipment check-out, and monitor functionality of devices (copiers, printers, postage meters, etc.) Schedule and coordinate meetings, including agendas, materials, facility reservations, and catering Take and distribute minutes for upper management and board meetings Serve as primary contact for office vendors (IT, phone, copier, security, etc.) Compile and submit reports in accordance with internal and regulatory requirements Compose and distribute both internal and external correspondence Perform light accounting duties (accounts receivable/payable) Ensure record retention compliance and manage document organization (e-filing and shredding) Monitor janitorial needs and perform tasks when necessary Manage contractor and vendor onboarding, including license and insurance tracking Oversee and update insurance policies (general liability, auto, workers’ comp) Administer vehicle fleet records (registration, tabs, drivers) Conduct HR-related tasks including volunteer and new hire background checks and onboarding Update and improve office policies and procedures for maximum efficiency Conduct research and follow-up on key office projects Serve as office notary (if certified or willing to become certified) Program Support & Customer Service Provide program information to applicants and general public as needed Exercise discretion in handling confidential matters and appointment scheduling Greet all visitors and ensure a courteous, professional front desk experience Act as liaison with city departments for client-related document filing Support CEO, fund development, construction, and program departments as needed Carry out other duties as assigned by the Executive Director or Director in alignment with the organization’s mission Required Skills & Experience: 3–5 years’ experience in office management or A/P and A/R roles Exceptional attention to detail and ability to follow through Proficient in Microsoft Office, Google Drive, Dropbox, and online meeting platforms (Zoom, Teams) Strong planning, organization, and written/verbal communication skills Experience working with individuals from diverse backgrounds and communities Strong customer service orientation and problem-solving mindset Must be able to work independently and collaboratively Willingness to work evenings/weekends as needed Valid driver’s license and access to reliable transportation Access to home internet for occasional remote work Commitment to anti-racism and diversity across race, ethnicity, gender, sexual orientation, and disability Benefits: 401(k) with employer contribution Health, dental, and vision insurance Paid time off Flexible schedule Professional development opportunities

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