Office Manager

JOB SUMMARY

The Office Manager is responsible for ensuring the overall organization, coordination, and timely execution of Daystar Kids (agency) administrative operations, procedures, and resources to maximize organizational effectiveness and efficiency. Coordinates key operational and administrative activities including finance, development, facilities, IT, governance, and ensures cross-departmental compliance. Primary duties include but are not limited to managing reception duties, monitoring enrollee attendance and records, purchasing, database management, billing, and other duties, as assigned.

ESSENTIAL FUNCTIONS

Reception & Cultivation

• Customer service: receives and interacts cheerfully with all visitors; serves as the first point of contact and ambassador for the agency’s mission. Greets, and directs visitors and maintains required documentation e.g., sign-in sheets.
• Answers incoming internal and external telephone calls and provides exceptional customer service by using critical thinking, problem solving and/or forwarding the call to the appropriate department.
• Enforces visitor policies and safeguards to ensure the health and safety of all enrollees, employees, and visitors.
• Manages distribution of employee communications, including all incoming mail fax transmissions, emails, memos, and/or other communiques as directed and coordinates all outgoing mail, including courier services, inter-office mail distribution and items for circulation.

Facilities & Information Technology Administration

• Maintains all furnishings, fixtures and equipment (FFE) and other inventory; is responsible for ensuring that all items are in proper working order (e.g., laptops, copiers, printers, telecommunication, and information technology systems) and is responsible for coordinating required repairs or replacements in a timely fashion.
• Responsible for the annual inspections of all building equipment and systems and for maintaining compliance with all agency requirements and regulations.
• Restocks all supplies and coordinates purchasing activities on behalf of the agency. Maintains accurate inventory and provides management with updated reports to ensure compliance with approved budget allocations.
• · Is primary contact for building maintenance, vendors, and consultants to provide technical support to troubleshoot and resolve software, hardware, and connection issues.
• Provides new employee building orientation and training.

Program & Administrative Support

• Records and monitors enrollee attendance; maintains enrollee database and shares updates with the team.
• Facilitates enrollee transportation needs.
• Processes donations and bank deposits; assists with donor management record keeping and processing donor acknowledgements.
• Maintains agency records as required by regulation, law, or policy.

EDUCATION & EXPERIENCE

• Bachelor’s Degree preferred
• Three – five years of previous Office Manager or executive assistant experience required
• Excellent customer service experience and written/spoken communication skills
• Excellent time management and extreme attention to detail; ability to multi-task and prioritize work in a busy and open work environment
• Proficient IT and computer skills, utilizing Microsoft Office Suite (Excel required), Outlook, database systems, and Adobe
• Knowledge of office administrator responsibilities, systems, and procedures; strong organizational and planning skills in a demanding and fast-paced work environment
• Familiarity with donor management systems a plus

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Office management: 5 years (Required)

Work Location: In person