Office Manager

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Job description

Make‐A‐Wish of New Jersey

Office Manager

Make‐A‐Wish New Jersey (MAWNJ), granting the wishes of children with critical illnesses, seeks a full‐ time Office Manager to join our team at our Monroe Township, NJ castle facility. This is a great opportunity to share in the power of a child's wish come true, especially at one of the leading Make‐A‐ Wish chapters in the country, as well as a tremendous opportunity to play a crucial role in our success, make an immediate impact, and experience profound job satisfaction/fulfillment.

Scope of Position:

The Office Manager is responsible for organizing and coordinating office support operations and our facility's readiness and aesthetics. This ensures organizational effectiveness, efficiency, and safety toward achieving the mission of granting wishes to children with critical illnesses. The role promotes chapter pride through a resilient focus on results, while projecting a welcoming, helpful demeanor and positive team attitude with employees, volunteers, donors, and visitors in performing daily duties. The position warrants that proper preparedness exists to back‐up critical duties when needed. The role reports to the Chief Financial Officer.

Responsibilities:

1. Office Operations:

Manage two staff positions, including receptionist and office assistant, who support front and back‐office operations. Provide consistent, exceptional customer service to callers, guests, donors, visitors, and chapter staff.

Oversight for incoming call activity to main telephone number ensuring warm handoffs to staff for re‐directed calls or troubleshooting of caller needs to address urgencies.

Mail opening and processing of daily receipts with Receptionist according to control procedures and banking requirements.

Purchasing management ‐‐ oversight and coordination of office supplies expenditures, overnight mail requests, supplies inventory and costs.

Manage and approve invoices for submission to Finance for recurring office and facilities payments. Reconcile administration purchases on corporate credit card.

Back up Accounts Payable duties, when needed.

Maintain office equipment, troubleshoot to assist staff with usage and conduct training.

Assist staff with onboarding and offboarding for health benefits, technology, timekeeping system, corporate credit cards, and overall building operations.

Records retention ‐ Manage offsite document storage and shredding service. Coordinate orderly upkeep of offsite storage units for inventory goods and other assets.

Coordination of staff‐wide communications as needed by senior leadership.

Maintain public Outlook calendars including event tracking, conference room schedule, and facility maintenance.

Maintain tracking records of events and visitors to the castle. Facilitation of administration staff time studies in support of functional allocation of costs.

2. Facilities Management:

Oversight of facility security, safety, condition and readiness for guest and staff usage - includes coordination of facility needs for events with staff, facility preparation and cleanup.

Perform consistent and regular castle and grounds inspections; coordinate necessary routine building and grounds maintenance with vendors or staff.

Respond timely to resolve facilities requests and triage off‐hours security system notifications as appropriate.

Maintain accurate records of all maintenance repairs and make recommendations regarding site improvements, maintenance and care of the building/office and onsite HVAC, mechanical and safety systems.

Maintain files and contact information on building vendors and payees. Source vendors from local network of contacts and coordinate competitive bids for expenditures according to control procedures.

Vendor management ‐ Point of contact for external vendors - including contract and price negotiations, ongoing relationship management, and troubleshooting all emergency repairs which may require response during non‐work hours.

Facilitate vendor interests in supporting the chapter with in‐kind donations for needed goods and services.

Coordination and project management of capital expenditure initiatives.

3. Other Duties

Upon direction of CEO, serve as a communication liaison with Board of Trustees.

Support staff and Board of Directors events including coordination of meetings, minutes and correspondence as directed by President & CEO.

Collaborate with Chief of Staff on special projects, ranging from all‐staff events to building upkeep.

Other duties as assigned by leadership.

Qualifications/ Skills/ Abilities:

3+ years of proven office management, facility management or relevant work experience with a well‐known for‐profit or non‐profit branded entity or professional organization.

Bachelor's degree required, preferably in Business Administration.

Proficiency with property management, facility operations and vendor management.

Proven project management experience; PMP certification a plus.

Ability to multi‐task and manage changing priorities with a sense of urgency.

Customer service experience preferred, with proven resiliency for achieving high quality.

Excellent time management skills and ability to stay focused, be resourceful, apply critical and logical thinking, and problem‐solve.

Demonstrated high level of detail‐oriented accuracy.

Knowledge of office management systems and procedures required.

Proficiency in Microsoft Office products required.

Experience with accounts payable software preferred.

Background in office technology support a plus.

Human resources experience a plus.

Solid interpersonal, organizational and communication skills - both oral and written.

Must be flexible with hours, physically present onsite, and capable of traversing the facility.

Local candidates are preferred.

Must have a valid driver's license in good standing.

Must be able to pass criminal background and credit checks.

Job Type: Full-time

Schedule:

• 8 hour shift

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative: 1 year (Preferred)

Work Location: One location