FAYETTEVILLE, NC | Temp/Hire
Like all other employees, the Office Manager will contribute in any role necessary to achieve the mission.
Responsibilities include, but are not limited to, the following duties and responsibilities:
~Manage reception area. Greet and direct foundation visitors, including but not limited to donors, grantees, board and committee members, vendors, and community leaders.
~Purchase kitchen supplies and maintain refreshment/coffee area.
~Answer multi-line telephone, route calls, take messages, follow-up as necessary. Manage answering service and greetings.
~Maintain reception area donor forms, information packets, publications, and grant inquiry packets and keep all items current.
~Receive payments for facility use and maintain cash receipts log.
~Answer basic questions about the Foundation and its programs and direct calls to the appropriate staff member.
~Respond to inquiries about nonprofit workshops, donor events, and assist with RSVP process. Direct website emails and inquiries.
~Create and display weekly schedules for 308 board room, 310 board room, and The Community Room.
~Manage opening and closing/securing of the building and serve as after-hours point of contact for monitored alarm system.
~Pick up, sort, and distribute incoming mail and items brought to reception desk. Post outgoing mail and take mail to the post office daily.
~Maintain postage machine, order postage, stamps and other mailing supplies as needed. Manage relationship with post office, Pitney Bowes, and other delivery vendors.
~Assist with bulk mailings as needed. Assist with electronic newsletters.
~Comply with current USPS rules and regulations and update postage meter.
~Develop, implement and monitor building use policies.
~Manage all aspects of coordination for room reservations, including assist meeting room users with equipment needs.
~Manage relationships with building occupants.
~Coordinate repairs and maintenance, as needed.
~Maintain inventory of assets and equipment.
~Oversee function and maintenance of all office equipment, including copier, fax, scanner, mailing equipment, phones and computers, scheduling repair and maintenance, as needed.
~Oversee and manage facilities vendors, including janitorial service contract, grounds maintenance contract, shredding service, delivery services.
~Plan and oversee any changes to office layout/arrangement and purchase of office furniture and equipment. Negotiate the purchase of office supplies and furniture, office equipment for staff in accordance with company purchasing policies and budgetary restrictions.
~Assist in negotiations to purchase, lease and maintain office equipment, including copier, fax machine, printers, postage meter, etc.
~Create and maintain foundation emergency/disaster preparedness plan.
Office Management and Operations
~Archive documents in compliance with foundation's Document Retention Policy.
~Manage the relationship with and oversee the contracted IT service. Coordinate computer backup systems and IT maintenance according to the IT maintenance plan.
~Maintain and update FIMS database, including gathering information to support mailings and electronic communication.
~Manage calendars -- master staff calendar, Foundation Center calendars, and executive director calendar.
~Organize shared computer network folders and documents as appropriate.
~Maintain office, janitorial, and other supplies and re-order, as needed. Manage office supplies -- ordering, distributing, storing and monitoring.
~Train staff on any new facilities-related procedures and equipment.
~Train new staff on telephone set-up, email set-up, and computer systems.
Administrative Support to Staff and Board
~For the Executive Director, update/maintain contact management system, complete expense reports, arrange travel, and create presentation packets.
~Maintain board records and prepare meeting packets.
~Provide data entry support to other staff as time allows.
~Coordinate staff recognition and manage birthday cards process for donors and volunteers. Assist other staff with event set up and coordination.
~Assemble or assist with assembling packets for meetings.
~Other duties as assigned.
~Sit at a desk for up to 2 hours at a time. Keyboard for up to 2 hours at a time.
~Lift and move documents and supplies. Carry boxes of up to 20 pounds up 30 steps.
~Set up and break down 12 folding tables within one hour.
~Move and stack 60 chairs in The Community Room in one hour or less. Bend to file and retrieve documents.
~Drive locally to pick up meals/supplies.
~Use the multi-line telephone equipment.
Qualifications for Position:
~At least three years of previous experience in office management / administrative assistance or equivalent. Excellent references and past employment history.
~Excellent grammar, verbal and written communication skills. Discretion and ability to maintain confidentiality.
~Computer proficiency in Microsoft Office software including Outlook, Word, and Excel. Working knowledge of office equipment (postage machine, printers, fax, multi-line phone system).
~Attention to detail in data base and project management.
~Motivated and able to work independently. Able to plan workload, maximize resources, and meet deadlines.
~Professional office appearance and manner. Ability to negotiate effectively.
~Experience with documenting plans and procedures.
~Driver's license and reliable vehicle for local travel and deliveries.
~Self-discipline / maturity to stay focused on responsibilities instead of personal matters. Resident of Cumberland County, NC.
~Must pass pre-employment drug screening.
~Must undergo/pass a criminal records background check.
ours: Monday - Thursday: 8: 30 a.M. To 5 p.M. With lunch break and Friday 8: 30 a.M. To 1 p.M.; Minimum 37.5 hour work week with infrequent evening events and/or overtime work required.
Salary will increase when transitioning to perm payroll $15+ per hour depending on prior experience and skills.
~Benefits: After probationary period, benefits include Group Health Insurance Plan, Retirement Plan, Paid Holidays (10), Paid Time Off (20 Days)