Office Manager

POSITION ANNOUNCEMENT: Office Manager

REPORTS TO: Chief Operating Officer (COO)

POSITION SUMMARY:

B’nai B’rith Housing (BBH) is a regional nonprofit affordable housing developer whose mission is to ease the housing crisis in the Greater Boston area. We work with cities and towns to produce high-quality housing that responds to the needs of the community and creates homes for people otherwise left behind by the current market. Our housing, both rental and home ownership, is for families and older adults, regardless of religion or background and we are proud that more than a dozen ethnicities and immigrant communities are represented in the housing we have created. We believe that affordable housing is about strengthening neighborhoods, supporting economic growth, creating thriving cities, and giving every individual the opportunity to share in our area’s economic prosperity. Our work, though non-sectarian, is grounded in the Jewish tradition of tikkun olam (repairing the world) and chesed (love and kindness between people) and these values guide our work every day.

The OFFICE MANAGER is a critical position for B’nai B’rith Housing and will support the COO and staff (6 full-time, 2 part-time) by managing the office, creating and implementing systems and processes to improve efficiency, and bringing the organizational structure of the operation to a new level. This position has room for upward mobility and the potential for additional responsibility in the coming years.

MAJOR RESPONSIBILITIES/ACTIVITIES:

Office Management (30%)

• In conjunction with other staff, lead the development, coordination and implementation of most office systems and protocols.
• Cultivate and sustain excellent relationships with vendors.
• Oversee the physical plant of the office, including renovations, space management, etc.,
• Manage the maintenance of equipment and supplies and the efficient functioning of office technology including computers, printers, fax machine and phone system with collaboration and support from vendors when necessary.
• Maintain storage inventory and ensure compliance and proper rotation of documents.
• Assist COO in the onboarding of new team members (in person and virtually).

Finance & Accounting (30%)

• Manage the operations budget - including the ordering of equipment and supplies - with a keen eye toward fiscal responsibility.
• Maintain coding and financial systems to keep the organization ‘audit ready’ and support the bookkeeper.
• Ensure the timely filing of all annual reports to the Secretary of the Commonwealth.
• Work with COO to manage third-party bookkeeper for the processing of payables and checks, bank transaction reports for all accounts, deposit checks, and review and pull QB reports when needed.
• Track upcoming ‘anticipated costs’ report on an ongoing basis.
• Responsible for accurately managing uploads of positive pay system to ensure vendors are paid on time.
• Assist with audit support as needed.

Executive and Project Management Support (20%)

• Provide superior support to the COO by functioning as a gatekeeper with independent decision making around calendar management and essential day-to-day support.
• Deliver high-quality administrative support to the Board and staff, at the direction of the COO.
• Oversee a variety of administrative and operational needs in order to support the project managers with requisitions, vendor tracking, and billing.
• Coordinate and compile financing packages and mailings.

Communications & Events (20%)

• Collaborate with and manage our third-party PR firm to create, review and finalize marketing and communications materials (print and electronic) on many platforms including Emma, e-news, social media, etc.
• Responsible for implementation of website updates.
• Assist with networking/community events including but not limited to ribbon cuttings, panels, webinars, and more.
• Organize the annual staff retreat and additional team building outings, holiday parties, etc.
• Ensure accuracy with the CRM database; properly enter all gifts and run basic reports as needed.
• Run CRM reports, support facilitation of donor mailings and acknowledgement for all gifts received.

ESSENTIAL REQUIREMENTS:

• • High energy, a real desire to learn, advanced problem solving skills, and the ability to get things done.
  • Very comfortable with technology and learning new programs required to run the organization. You will have service contractors at your disposal but the Office Manager is the person that staff will lean on for expertise, trouble shooting and recommendations.
  • Excellent Microsoft Office computing skills with proficiency in Excel and Word including mail merge functions.
  • Knowledge of basic budgeting best practices.
  • Excellent working knowledge of Salesforce or similar CRM databases and running reports.
  • Excellent working knowledge of Quickbooks.
  • Minimum 2-3 years of related work experience.
  • Able to take initiative and set priorities.
  • Able to manage multiple tasks.
  • Strong written and verbal communication skills,
• A great sense of humor and a commitment to being part of a team.
• Able to work occasional evenings and weekends
• Commitment to our mission and our values of Integrity, Quality and Community.
  • A valid driver’s license and have access to an automobile and/or public transportation for offsite work related meetings.
  • BBH reserves the right to require proof of COVID-19 vaccinations should circumstances require. Reasonable accommodations may be considered in accordance with the law.

OUR HIRING PROCESS & TIMELINE

• Send your resume with a cover letter telling us about a system you created or refined at a past position that improved efficiency or solved an organizational problem. Applications without cover letters will not be reviewed. Send materials to: melissa@bbhousing.org.
• We will begin scheduling short phone interviews asap to be followed by in-person interviews.
• We would like to have the selected candidate start in February or March. However, we will review applications on a rolling basis until the position is filled.

COMPENSATION AND BENEFITS

• Full-time, exempt position. We believe in work-life balance, and are committed to keeping the workload in alignment with the true hours worked.
• Competitive salary and benefit package.
• 21 days of PTO, 10 paid holidays, and a family-friendly schedule.
• B’nai B’rith Housing does not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status. We are committed to providing a welcoming environment for all members of our staff, volunteers and others engaged with us in our work.
• As currently contemplated, this position will include some work-in-the-office as well as work-from-home scheduling (hybrid model) at the discretion of the Executive Director and the Chief Operating Officer.