The Office Manager supports the general business operations of Facing Forward to End Homelessness. This position will assist in the organization and coordination of administrative duties and office procedures of the Operations Department. The Office Manager will assist in the creation and maintenance of the work environment, ensuring high levels of organizational effectiveness, communication, and safety.
ESSENTIAL JOB FUNCTIONS
Operations (60% of the time)
Serves as the point person for office management duties which include: maintenance, postage, supplies, and equipment.
Ordering office supplies, monitoring inventory and the office administration budget.
Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
Schedule meetings and appointments
Maintain office conditions and arrange repairs as necessary
Provide general support to visitors
Liaise with facility management vendors, including cleaning, catering and security services
Human Resources (25% of the time)
Partner with the Director of Operations to update and maintain office policies as necessary by establishing standards and procedures; measuring results against standards; making necessary adjustments
Assist in the onboarding process for new hires
Organize and structure employee personnel files reviewing documents for completeness
Assist in the communication of agency information to employees, contract workers, board members, volunteers, and interns.
Assist in the planning of in-house or off-site office activities, like parties, celebrations, and conferences
Administration and Other (15%)
Organize and file organizational contracts, files, reports, and records.
Provide historical reference by assisting in the procedures for retention, protection, retrieval, transfer, and disposal of records.
Actively participate in staff meetings
Protect the organization’s value by keeping information confidential
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Maintain relationships with funder communities such as Forefront
Perform other duties as assigned
Uses email and other technologies to communicate with staff and others and to efficiently complete work assignments
Protects the organization's value by keeping information confidential
Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks, participating in professional organizations
Perform other duties as assigned
Attendance at Meetings Required by Supervisor
All Staff Meetings
Attendance at Events Required
Day in the Life
Client Recognition Day
Staff Recognition Day
Education, Certification, License
Bachelor’s degree in business from an accredited college or university in a related topic or related combination of education and work experience
Proven experience as an Office manager, Front office manager or Administrative assistant
Knowledge of office administrator responsibilities, systems, and procedures
Proficiency in MS Office (MS Excel and MS Outlook, in particular)
Hands on experience with office machines (e.g. fax machines and printers)
Familiarities with email scheduling tools, like Email Scheduler and Boomerang
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills in a fast-paced environment
A creative mind with an ability to suggest improvements
Skills and Abilities
Excellent written and oral communication skills; ability to work independently; and ability to manage multiple tasks
Demonstrated communication skills both verbal and written
Excellent interpersonal skills and a collaborative management style
Demonstrated commitment to high professional ethical standards
Open to direction and commitment to getting the job done
Ability to work with a participative style of decision-making
Additional Salary Information: COMPENSATION
Please provide salary history with your salary requirements and resume.
Comprehensive benefits package (with some employee contributions) includes medical, dental, and vision, life, and long term disability insurance. Employer-matched retirement plan10 paid vacation, 12 paid sick, 3 paid personal, and 10 paid holidays the first year.
Facing Forward provides a home, help, and hope for individuals, families, and veterans experiencing homelessness in the Chicago area. Envisioning a better future is the first step to empowerment. We turn our backs on homelessness and position ourselves to envision what’s next. We break the cycle of homelessness in Chicago by providing housing and social services that empower individuals to face f...orward to a new future. We know that connecting people to safe, stable, long-term housing first creates the best platform to address the root causes of homelessness.
We reach out to people who meet the highest standards of vulnerability. Our program serves people who are chronically homeless and who have a disability. The majority of households that we serve are women and families.