Office Manager
Charity Organization
West Region
Administration/Management
Posted/Updated: 11/08/19
West Region
Administration/Management
Posted/Updated: 11/08/19
Job Summary
DUTIES & RESPONSIBILITIES:
- Oversee office management including but not limited to –
- Ensure office operations, policies and procedures are maintained
- Answer phones and handle/accept all packages for mailings
- Internal and external correspondences are controlled
- Filing systems are designed
- Point person for maintenance and supplies
- Coordinate with IT Department regularly on office equipment and systems
- Assign, monitor and coach administrative responsibilities among office staff
- Manage contract and price negotiations with office vendors, account managers and the Company.
- Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise
- Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers
- Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications
- Data management in Salesforce CRM database
- Manage internal and external mass mailings (I.e. Holiday card, all staff emails, board materials)
- Support DC Admin with Board correspondences and meeting materials
- Partner with VP of Operations and Administration in administering benefits programs such as life, health, dental, vacation, sick leave, and leaves of absence
- Track and maintain employee records such as vacation/sick time balances and staff information while working closely with bookkeeper to ensure accuracy and timeliness
- Administer and track for mandatory compliance training's
- Responsible for recruiting office staff and providing orientation and training to new employees across the organization
- Work with Events Manager to on-board and facilitate workshops with tournament interns
- Implement year-round employee engaging activities and support coordination of staff retreats – examples include but not limited to:
- Holiday Celebrations
- Wellness Committee
- Leadership & Professional development training
- Handle grant administration for events and contract donation reconciliation.
- Process COI requests for programs team and be a support to processing incident reports and claims
- Protect company’s value by ensuring confidentiality is maintained
- Other office duties/special projects/support as assigned
- Travel up to 5 times a year
QUALIFICATIONS:
Education:
- Bachelor’s degree
Experience:
- Proven office management and administrative experience
- Knowledge of administrative, business and human resources practices/procedures
Skills:
- Excellent oral and written communication skills
- Excellent interpersonal skills
- Team player and able to multi-task
- Attention to detail and ability to prepare documents and correspondence accurately
- Organized and good problem solver
- Strong knowledge of Microsoft Word and Excel (CRM a plus)
- Excellent data entry skills
- Ability to maintain confidentiality with sensitive information.
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