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Office and Administration Manager

Applications will be reviewed immediately. Position will remain open until filled. Apply Now

Full time, Exempt position: Monday-Friday, 9am - 5pm. Occasional weekend or evening hours may be assigned as needed.

Salary Range:

  • 1-2 years experience: $36,400 - $42,000
  • 2-3 years experience: $42,000 - $48,000
  • 4+ years experience: $48,000 - $58,000

Job Summary

The Office and Administration Manager ensures the smooth running of the office and help to improve agency procedures and day-to-day operations. The role includes creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.

 

Key Accountabilities

  • Responsible for overseeing general office and administrative operations, supporting the director and management team in the office and providing status reports
  • Play a key role in facilitating effective communication throughout the agency and be a liaison between management team and staff; respond to staff support requests
  • Support various projects by coordinating logistics, tracking timelines, managing deliverables, and ensuring completion of all project-related tasks; set up and execute new processes and workflows to gain efficiency
  • Coordinate and track purchases; facilitate the purchase of a variety of agency office equipment, supplies and materials as needed
  • Manage filing systems and office supplies; create and maintain spreadsheets and databases of inventory and assets
  • Moderate IT experience to support staff in setting up various technology and ensure IT infrastructure is maintained and that issues are escalated appropriately
  • Oversee and synchronize agency-wide calendar in collaboration with program managers; coordinate and oversee the optimal utilization of office space and building resources
  • Serve as vehicle coordinator; facilitate vehicle repairs & maintenance
  • Meet frequently with managers to discuss HR topics such as policy compliance and interpretation, team dynamics, employee engagement, and other supervisory topics
  • Analyze existing systems and recommend changes in policies, procedures, and standards
  • Relay important information or policy changes from upper management and implement incentives to enhance employee productivity
  • Responsible for execution of admin tasks related to hiring process: posting jobs, screening candidates, scheduling interviews and evaluations, pre-boarding activities, process new hires, process leaves, compensation and status changes, terminations, and coordinating and facilitating new employee orientations
  • Train staff in the principles, practices, policies, and procedures of the agency to maintain and improve efficiencies in administrative procedures and processes
  • Supervise and develop office assistance staff, drivers, and other select staff
  • Oversee staff interactions and respond to their queries on office management issues
  • Confer with staff and supervisors to exchange information on and/or explain work policies, procedures, and guidelines and to identify the characteristics, and formulate possible solutions to work-related problems
  • Act as a representative of the ACCC in public forums in a positive, knowledgeable, and professional manner
     

Qualifications

  • Two to four years of experience as an administrative, HR,  or office manager or related experience in planning, organizing, and implementing administrative or business functions
  • Bachelor’s degree in business administration, communications, or any related field
  • Strong interpersonal, written, and verbal communications skills necessary; must possess a professional demeanor and work ethic; ability to maintain positive working relationships
  • Ability to prioritize and delegate work assignments while exercising the highest degree of confidentiality; must be organized and able to multitask in a fast-paced environment
  • Comfort in creating and maintaining spreadsheets and databases to monitor inventory and assets; knowledge of record keeping procedures
  • Advanced computer skills, with an aptitude to learn new systems and procedures; experience with office machines and equipment
  • Experience developing internal systems; able to identify and prioritize problems and formulate possible solutions
  • Exceptional attention to detail and good at execution; comfortable working with time-sensitive assignments and tasks and able to work independently
  • Adaptable to change with a positive attitude; comfortable with ambiguity and taking initiative with new challenges in an often fast-paced work environment
  • Comfortable in a multicultural workplace and working with a wide variety of backgrounds and experiences
  • Knowledge of human resource practices including positive employee relations, hiring, training, performance management, and/or employment law strongly preferred
  • Supervisory experience strongly preferred

 

Benefits

  • Monthly accruing health and wellness reimbursement
  • SIMPLE IRA retirement plan, 2% employer contribution after 1 year
  • 16 paid holidays, including 3 floating personal holidays
  • Infant-at-Work Program
  • Vacation Time: 80 hours per year in first year of employment
  • Sick Leave, Bereavement Leave, and Civic Leave
  • Paid Family Leave after 1 year
  • EAP (Employee Assistance Program)
  • A diverse and inclusive workplace

 

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