Office Manager

Position Summary:

Reporting to the Director of Finance, the Office Manager is responsible for organizing and coordinating front office administration and procedures to ensure organizational effectiveness, efficiency, and safety. The Office Manager will independently perform a wide range of administrative tasks supporting operations, facilities, human resources, and information technology. The ideal candidate is a well-organized individual, an initiative-taker, comfortable with performing tasks with minimal supervision, and flexible to adapt to ever-changing priorities. This is a full-time position working in the Philadelphia office.

Essential Duties and Responsibilities:

• Front office management to ensure a welcoming, professional, and safe environment for clients, vendors, consultants, and staff members encompassing:
• Answer and redirect incoming calls, scribe messages, and manage emails, faxes, and mail distribution.
• Provide first-line support for clients, answering basic questions, and redirecting complex questions to the appropriate staff member.
• Maintain current and organized program literature in the reception waiting area.
• Organize backup coverage as required.
• Manage building facilities and security operations, ensuring compliance with city codes, which involves:
• Conduct regular checks of the facility and its surroundings for adherence to compliance, safety, and security protocols.
• Manage relationships with vendors for contracted services and minor repairs (under $500), such as janitorial services, HVAC, elevator, pest control, snow removal, electrical, and plumbing.
• Collaborate with the local fire department to conduct fire safety drills.
• Verify the proper functioning of the security system.
• Ensure the smooth and efficient of office operations, including:
• Address minor technological and office equipment problems and liaise with vendors or consultants for more intricate issues when necessary. This encompasses troubleshooting computer and equipment malfunctions, handling email/network/phone outages, and ensuring security protocols are met.
• Administer technology resources, coordinating software and hardware deployment in collaboration with an external IT consultant. This involves tasks such as installing software and equipment, maintaining, and securing servers, and providing staff training.
• Support the Director in researching, planning, and procuring capital expenditures. This includes items like telephone and computer systems, as well as office equipment.
• Manage the daily operations and upkeep of the computer lab, resource center and incubator.
• Analyze and identify continuous improvement opportunities/solutions to optimize the efficiency of daily office operations.
• Manage HR administrative tasks, which include posting job listings on both internal and external job boards, screening resumes, conducting initial phone interviews, coordinating interview schedules, and conducting background checks and reference verifications. Additional activities include:
• Create comprehensive onboarding schedules for new hires, conduct engaging orientation sessions, and conduct thoughtful exit interviews for departing employees.
• Maintain organized employee files, ensuring all relevant documentation is accurately filed and up-to-date.
• Oversee the distribution of paychecks, ensuring timely and accurate delivery.
• Contribute to building a positive work culture by organizing special activities, such as formally recognizing employees' birthdays and work anniversaries.
• Perform other duties as assigned

Required Knowledge, Experience, and Skills

• 2+ years of experience managing day-to-day office operations in a professional environment, preferably in a small or non-profit organization.
• College degree preferred.
• Experience with establishing and managing vendor relationships.
• Experience working independently and demonstrated excellence at follow-through.
• Demonstrated experience in Human Resources support is a valuable asset.
• Advanced computer skills, including MS Office and database systems.
• Excellent verbal and written and communication skills.
• Ability to pivot quickly to address ever-changing priorities.
• Strong analytical and problem-solving skills.
• Experience in troubleshooting computer and office equipment problems is preferred.
• Excellent prioritization, organization planning, and time management skills.