Office Manager

Position: Office Manager

Reports to: Chief Operating Officer

Background: The Southern California Association of Non-Profit Housing (SCANPH) is a regional, membership organization promoting the production, preservation, and management of homes affordable to low-income people throughout the Southern California region. Our roughly 250 organizational members—including about 1,400 individuals—are based primarily in Los Angeles, Orange, Ventura, Riverside, and San Bernardino counties, and include non-profit housing developers, private businesses, property management companies, government agencies, and social service organizations.

SCANPH engages decision makers at the local, regional, state, and federal level. Our work includes monitoring, advocating for, and commenting on policy initiatives and regulatory rulings that impact our members’ ability to develop and manage affordable housing. It also includes conducting and presenting research that furthers affordable housing development throughout the region. In some cases, SCANPH initiates and leads public policy campaigns designed to enhance our members’ work.

About the Role: SCANPH is seeking an Office Manager to oversee the organization’s administrative functions, ensure smooth day-to-day operations, and support key office processes. The Office Manager will be responsible for implementing efficient office systems, maintaining a productive work environment, overseeing payroll and bookkeeping, and ensuring compliance with organizational policies. This role involves working closely with the Chief Operating Officer and supporting the entire SCANPH team in various capacities, including event logistics, regulatory compliance, and HR-related tasks.

The successful candidate will possess excellent organizational and multitasking skills, along with the ability to confidently and proactively follow up with team members and vendors to ensure tasks are completed efficiently and on time. They will be comfortable taking initiative and diplomatically driving projects forward, even in the face of competing priorities. Experience with bookkeeping, CRM software, and payroll is preferred.

The position is full-time, with an annual salary range of $55,000-$65,000, and requires flexibility for some evening and weekend hours. The position will be based in Los Angeles, California, and may require occasional travel within the state. The Office Manager will be expected to work in the office at least once a week, with the potential for additional office hours as needed.

Responsibilities:

• Office Management & Administration:
  • Oversee daily office operations, including managing office supplies, ensuring technology is up-to-date, and maintaining both physical and remote office spaces.
  • Implement office systems to ensure organizational efficiency, including developing and maintaining tracking systems for materials and workflows.
  • Serve as the primary point of contact for operational tasks and provide administrative support to the Chief Operating Officer and staff as needed.
  • Assist with planning and logistical support for meetings and events, including Zoom setups and booking locations.
• Finance & Compliance:
  • Manage payroll and bookkeeping, including processing invoices, tracking grants, and monitoring bank deposits/withdrawals.
  • Collaborate with the Membership & Communications Associate and accountants to track membership dues and property fees.
  • Oversee the organization’s insurance renewals, financial audits, and retirement fund compliance.
  • Ensure compliance with administrative regulations, including filing and maintaining required registrations.
  • Develop ongoing budget/actual information for the SCANPH annual conference to ensure the event is meeting its financial goals.
• HR & Employee Lifecycle Management:
  • Manage the onboarding and offboarding processes for employees and interns, ensuring all personnel documents are current and training is completed.
  • Develop and implement onboarding plans for new hires.
  • Maintain personnel policies and oversee annual retirement account administration.
  • Coordinate staff development activities, including facilitating required annual training (e.g., cybersecurity, sexual harassment prevention).
  • Foster a positive workplace culture by organizing celebrations, supporting DEI efforts, and keeping up-to-date with best workplace practices.
• Board Administration:
  • Maintain and update board documentation, including rosters, committee assignments, annual development of company letterhead, and certification requirements.
  • Serve as a liaison for board members on administrative and operational tasks.
  • Ensure timely updates and distribution of board training materials.
• Event Support:
  • Provide logistical support for conferences and events, including in-person and virtual meetings.
  • Assist with managing event setup, including technology and venue logistics.

SCANPH is an equal opportunity employer. We do not discriminate on the basis of race, ethnicity, sex, age, religion, color, national origin, marital status, pregnancy, personal appearance, veteran status, disability, sexual orientation, gender identity or expression, family responsibilities, matriculation, genetic information, or political affiliation.

We are deeply committed to a diverse and inclusive workplace where our differences broaden our awareness, enrich our experiences and are the basis of our collective strength. People of color, members of underrepresented ethnic or socioeconomic populations and bilingual/multi-lingual speakers are strongly encouraged to apply.

Requirements:

• Minimum 3-5 years of experience in office management or a related administrative role (such as executive assistant or administrative coordinator); Bachelor's degree preferred.
• Strong organizational skills and attention to detail.
• Ability to multitask, prioritize work, and meet deadlines with minimal supervision.
• Self-motivated with the ability to take initiative and work independently.
• Experience in a dynamic, small-team environment.
• Experience with payroll, bookkeeping, and CRM systems.
• Passion for social justice and addressing the housing crisis is a must.

Working Conditions:

• This position will be a hybrid position, where remote work is available aside from a weekly in-person day at SCANPH’s office in Little Tokyo, Downtown Los Angeles. The role may require additional in-office presence to effectively manage office operations.
• Occasional local travel required to in-person public meetings as well as meetings with members, coalition partners, and events/conferences.

Salary and benefits: The starting salary for this position ranges from $55,000 to $65,000 annually, depending on the applicant's qualifications and experience. SCANPH offers a generous benefits package, including healthcare and retirement.

Employment Status: Full-time, exempt position.

Preferred Start Date: As soon as position is filled.

To Apply: Interested candidates are invited to submit their resume and cover letter to Jobs@scanph.org with the subject line "Application for Office Manager." Only candidates who apply via email will be considered. The deadline to apply is November 4. Applications will be reviewed on a rolling basis, so early applications are encouraged.