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Form of workJob Description
I. Identification
Title: Office Manager
Reports to: Director of Operations
II. Who We Are
NeighborWorks Green Bay is a recognized leader in housing and community development. We are a resident-led non-profit corporation founded in 1982. We partner with neighbors, local government, and business to deliver a variety of educational and financial programs promoting and preserving homeownership, increasing financial capabilities, and strengthening communities. We engage in community-interest real estate development, including construction, renovation, and operation of single- and multifamily residences and commercial projects. As an equal opportunity employer, we are dedicated to fostering diversity within our teams, valuing the varied perspectives, ideas, and experiences that diversity brings.
III. Job Summary
The Office Manager is an essential position that organizes and coordinates office administration and procedures, to ensure organizational effectiveness, efficiency, and safety. This position manages the back-office functions and supports all staff of the organization (Office Administration, Compliance, HR, and IT) and maintains/develops organizational policy with the support of the Director of Operations.
IV. Principal Duties and Responsibilities
Office Administration
Coordinate with other administrative staff to complete the following:
Coordinate with other administrative staff to complete the following:
- Ensure outstanding guest experience and for all clients and visitors.
- Ensure timely and appropriate response to anyone attempting to contact our organization via phone, mail or online.
- Maintain policies and system for file maintenance and retention.
- Monitor and order office supplies.
- Negotiate, maintain contracts with, and serve as main contact for all office vendors, service providers, mailing, shipping, supplies, or necessary equipment to ensure an effective and safe working environment for all staff.
- Serve as backup for other admin staff, as necessary.
Information Technology (IT)
- The Office Manager will not be expected to perform IT tasks but will frequently be coordinating IT work/projects with our outside IT vendor.
- Negotiate, maintain contracts with and serve as main contact for all IT service providers including outsourced IT support, Internet, Phone, and office equipment.
- Coordinate and provide adequate tech setup for all new and existing staff as well as all shared use office equipment.
- Maintain device inventory and coordinate return of devices at departure.
- Serve as a leader and administrator for critical business software used by all staff (Salesforce, MS Office Suite, Asana, Zoom, etc.). Provide direct staff support for training and troubleshooting needs. Coordinate service requests and work with external support providers. Manage settings and setups. Help guide, plan, and implement new features and functions. (Training and other skill development resources will be available.)
- Lead projects related to changes and upgrades of IT infrastructure.
Human Resources (HR)
- Coordinate organizational recruitment and support all departments in recruitment efforts.
- Coordinate and lead onboarding process for all new staff.
- Maintain and update Personnel Manual on a recurring basis.
- Coordinate annual staff review process.
- Coordinate benefits administration and negotiate contracts with benefit providers.
- Support staff in maintaining all necessary certifications and continuing education, in coordination with Director of Operations.
Process Improvement
- Lead efforts for continuous improvements and adjustments to maintain efficient operations.
- Monitor and evaluate internal processes and support continuous improvement to minimize waste, duplication, or errors. Lead change implementation.
Support Executive Staff:
- Assist with creation, deployment, and maintenance of office policies.
- Support planning and execution of company events.
- Support executive staff with special projects and quarterly initiatives.
- Monitor and maintain software use to ensure it meets the organization’s needs.
- Assist with reporting and compliance duties of the organization.
V. Preferred Skills and Qualifications
- Three years office management experience with experience overseeing administrative, IT and/or HR functions is strongly preferred.
- Bachelor’s or associate degree in office administration or related field.
- Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking, willingness to go beyond when needed to achieve office goals, and working with others to accomplish group goals.
- Must be proficient in the use of Microsoft Office and Outlook software. Experience with Salesforce is preferred.
- Fluency in speaking and writing Spanish or Hmong is a plus.
VI. Physical Requirements - Must be able to perform the following activities:
- Lifting up to 10-20 pounds.
- Carrying up to 10-20 pounds.
- Frequent standing and sitting.
- Ability to focus for extended period of time on projects.
- Ability to reach, stoop and lift.
- Ability to drive a car.
If you or someone you know are interested in the position, please forward your resume and cover letter to Ashley Mittag, ashley@nwgreenbay.org
