Office Manager

The CLEO Institute is a 501(c)(3) non-profit, non-partisan organization exclusively dedicated to climate change education, engagement, and advocacy. Founded in 2010 in Miami, Florida, CLEO works with front-line communities and their leaders to build climate literacy. CLEO highlights the urgency of climate action and policy impact while championing solutions for a resilient future.

The CLEO Institute is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business needs.

OFFICE MANAGER:

The Office manager oversees daily operations, ensuring legal, financial, and HR compliance while managing employee records and office resources. They handle expense tracking, invoicing, and liaise with accountants, support event planning, and maintain health, safety, and cybersecurity standards. We are currently seeking a Full-time Office Manager. This is not an entry-level position. This position reports directly to the VP of Operations.

Responsibilities & expectations Include:

Administrative Oversight

• Keep all annual business licenses updated across Florida
• Maintain and update Sunbiz & FDACS annual registrations
• Maintain all legal compliance through insurance policies (Liability, D&O, Workers Comp)

Human Resources Support

• Maintain the ADP Total Source platform: maintaining records for all current and new employees; onboard/offboard all new employees; implement and maintain employee leave system (PTO, Sick, Bereavement); help manage and approve hourly employees timesheets for payroll
• Meet regularly with ADP representatives to ensure the proper functioning of Total Source and other platforms
• Maintain the ADP Run system for contractors: onboard/offboard all new contractors; help manage and approve hourly contractors’ timesheets for payroll
• Ensure compliance with labor laws and company policies.
• Update staff manuals and employee handbooks quarterly or annually as required so that CLEO is in compliance

Financial Management

• Fill out a monthly expense tracking sheet for accounting, and act as primary liaison with external accountants throughout the month; especially for monthly reconciliation.
• Assist with Annual Audit and 990 submissions for both C3 and C4
• Help manage company credit card program through Bill.com which includes managing card distribution, receipts, and expenses and adding new members
• Handle invoicing, check tracking and AP/AR in Bill.com

Office Maintenance and Supplies Management

• Keep a clear and organized online filing system in Google Workspace for both the C3 and C4
• Manage office supplies inventory and place orders as necessary.
• Maintain office equipment and liaise with service providers for repairs.
• Ensure cleanliness and organization of office space.
• Supervise facility management including storage unit and other utilities
• Order supplies, food, and materials for office, special events, workshops and meetings
• Assist with booking transportation and accommodation for employees for all travel opportunities
• Answer phone and screen info email requests

Health and Safety Compliance

• Ensure compliance with workplace health and safety standards and update any preparedness policies such as COOP policies and more
• Manage risk and compliance issues with ADP representative
• Ensure cybersecurity measures are in place and regularly updated

Event Planning & Communication

• Assist with event planning when needed, especially for quarterly and annual events, fundraising events, annual staff retreats and quarterly board meetings.
• Occasional correspondence and letter writing
• Occasional evenings to assist with events
• Record meeting minutes when required

Required Skills/Experience:

• Educational Background: Bachelor’s degree in business administration, HR management, or related field is preferred. (But equivalent work experience can substitute for education)
• Experience: 3-5 years of experience in office management or a similar administrative role, especially in a nonprofit setting.
• Certifications: any professional certifications such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) are advantageous (but not required).
• Experience managing and navigating online and digital platforms like ADP TotalSource; project management: Asana; Document storage: Google Workspace; and familiarity with customer relationship management (CRM) platforms

Skills and Competencies

• Organizational Skills: Strong organizational and multitasking abilities.
• Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally with all levels of the organization, including with prospective funders, board members, and partners
• Problem-Solving: Strong analytical and problem-solving skills with a proactive approach to resolving issues, without requiring much supervision.
• Time Management: Ability to manage time effectively and prioritize tasks efficiently. Ability to pivot quickly when needed, in a fast-paced environment.
• Proactive Mindset: Takes initiative in identifying problems and implementing solutions.
• Integrity and Confidentiality: Ability to handle sensitive information with discretion.
• Reliability: Dependable and consistent in performance and attendance.
• Self Initiative: this position requires someone who is confident to take initiative and lead with care.
• Ability to work with people from diverse backgrounds, with an ability to foster an inclusive workplace culture

Technical Skills

• Computer Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Software Knowledge: Experience with office management software (e.g., MS Office, Google Workspace, or CRM systems).
• Experience with PEO HR platforms, ADP is a MUST!
• Experience in managing office expenses and overseeing vendor contracts.
• Willingness to learn about climate issues

Full-time (40 hrs/week)

Core Hours: 9am-5:30pm

Location: Miami, Florida (hybrid)

Salary range: $65,000 - $75,000

To apply: Send resume and cover letter to info@cleoinstitute.org