Temporary Office Manager

Department: Administration
Reports to:  Chief Operations Officer
FLSA Status:  Non-Exempt, 25 – 30 hours a week
Wage: $20-$24 Hourly

Position Summary: A dynamic and organized Temporary Office Manager to provide comprehensive administrative support during the parental leave of our regular Office Manager. This role encompasses a range of responsibilities, including Board Meeting support, weekly office catering coordination, office supplies management, mail processing, tech support, and general operational. The successful candidate will play a key role in maintaining the day-to-day operations and ensuring a seamless transition during this temporary assignment.

Duration of Employment: This is a temporary position expected to cover March 1, 2024, through May 31, 2024. The employment duration for temporary staff member will be directly linked to the period of parental leave and may be subject to adjustment based on the employee’s return date.

Duties and Responsibilities include, but are not limited to:

  1. Order and Inventory Office Supplies:
  • Monitor and replenish office supplies, ensuring essential items are always available.
  1. Process Faxes and Mail:
  • Manage incoming faxes and mail, distributing them to the appropriate recipients promptly.
  • Sort and distribute incoming mail and packages.
  • Prepare outgoing mail and coordinate with courier services as needed.
  1. Process and Code Invoices:
  • Handle invoices related to staff lunches and office supplies, ensuring accurate coding and timely processing.
  1. Coordinate Staff Lunches:
  • Organize and coordinate staff catered lunches.
  1. Manage Cleaning Vendor Partnership:
  • Oversee the relationship with the cleaning vendor to ensure a clean and pleasant working environment.
  1. Oversee Office Basic IT and Computer Operations Troubleshooting:
  • Provide basic tech support to staff, troubleshoot common IT issues, and escalate complex problems to the IT department.
  • Coordinate with external IT service providers when necessary.
  1. Oversee Printer Operations and Manage Vendor Partnership:
  • Manage the relationship with printer vendors, ensuring reliable printer operations and timely maintenance.
  1. Oversee Desk Phone Operations and Manage Vendor Partnership:
  • Ensure the proper functioning of desk phones and manage relationships with phone service vendors.
  • Oversee general office operations, including answering phones, managing emails, and directing inquiries.
  1. Manage Office Equipment Maintenance and Usage:
  • Oversee the maintenance of office equipment and monitor usage to optimize efficiency.
  1. Assist Board of Director’s Secretary:
  • Support the Board of Director’s Secretary in organizing bimonthly Board Meetings.
  • Coordinate and schedule Board meetings, including venue booking and logistical arrangements.
  • Prepare meeting agendas, distribute materials, and take minutes as needed.
  • Assist in the preparation of presentations and reports for Board meetings.
  1. General Administrative Support:
  • Monitor and manage the email, responding to inquiries and forwarding messages as needed.
  • Processing receipts and invoices
  • Administrative support in staff-wide meetings
  • Monitor Thermostat
  • Process Maintenance Requests

Minimum Requirements and Qualifications:

  • Proven experience in office management or related roles.
  • Ability to anticipate needs and proactively address challenges.
  • Superior interpersonal and communication skills
  • Bachelor’s degree or 2+ years of related experience
  • Experience with nonprofit operations
  • Excellent computer skills with experience using Microsoft Office, Adobe Acrobat, PC and Mac proficient.
  • Problem solving, attention to detail, planning and critical thinking are valuable in this position.

Preferred Qualifications:

  • 3+ years Office Management Experience
  • Bachelor’s Degree in related field

Physical Demands and Work Environment:

Occasionally lift and/or move up to fifty pounds. While performing the duties of this job, the employee is regularly required to sit, stand, and walk. The employee is frequently required to use hands; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl; and talk or hear.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions: 90% in meeting or office environment; 5% running job-related errands in community; 5% remote

Termination:

This position is temporary and may be terminated without notice, based on business needs or other circumstances. Employment as a Temporary Office Manager is at-will, and either the employee or Homes of Hope may terminate the employment relationship at any time, with or without cause and with or without notice.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

How to Apply

Interested in joining the Homes of Hope Team?

Step 1: Download the Homes of Hope Employment Application
Step 2 : Complete Application for Position Desired for Consideration
Step 3: Email completed application and CV to Caroline Brezeale at cbrezeale@homesofhope.org.

Homes of Hope is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.