Office Manager

The Office Manager plays a vital role in ensuring the smooth, efficient, and compliant day-to-day operations of our nonprofit organization. This position oversees administrative functions, office facilities, basic financial processes, grant reporting and support for staff and volunteers, all while aligning with the organization's mission and values. The ideal candidate is a highly organized, proactive problem-solver who thrives in a mission-driven environment and can multitask effectively with limited resources.

• Manage day-to-day office functions, including supplies, equipment, furniture, and facility maintenance.
• Oversee office inventory, vendor relationships, and procurement while seeking cost-effective solutions.
• Coordinate meetings, events, and internal scheduling; prepare agendas, take minutes, and handle logistics.
• Serve as a contact for general inquiries, visitors, and correspondence.
• Maintain organized filing systems (physical and digital) for records, grants, and compliance documents.
• Support staff and volunteers with administrative tasks, travel arrangements, and expense processing.

• Partner with external accounting team to assist with basic bookkeeping, accounts payable/receivable, invoice processing, and expense tracking using QuickBooks for accounting, Ramp for payment processing and Gusto for payroll.
• Help prepare budgets, financial reports, and grant-related documentation in collaboration with the Executive Director, Assistant Director, Board Treasurer and the external accounting team.
• Ensure compliance with nonprofit regulations, including record-keeping for audits, tax filings, and donor reporting.
• Manage employee benefits administration, payroll support (if applicable), and HR-related paperwork.

• Assist with onboarding new staff and volunteers, including training on office systems and policies.
• Support recruitment processes, maintain personnel files, and help coordinate volunteer engagement.
• Foster a positive, collaborative office culture aligned with the nonprofit's mission.

• Act as liaison between the office, board members, donors, partners, and community stakeholders.
• Contribute to event planning, fundraising support, or program logistics as needed.
• Identify opportunities to improve processes, implement cost-saving measures, and enhance operational efficiency.
• Handle special projects assigned by the Executive Director.

• Associate’s or Bachelor’s degree in Business Administration, Nonprofit Management, or a related field (preferred).
• 2–5 years of experience in office management, administrative support, or operations (nonprofit experience strongly preferred).
• Familiarity with nonprofit-specific practices such as grant management, donor databases, or compliance is a plus.

• Strong organizational and multitasking abilities with excellent attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and nonprofit tools used by the organization (QuickBooks for accounting, Ramp for payment processing, Gusto for payroll and Bloomerang for donor tracking.
• Basic bookkeeping or accounting knowledge; experience with financial software is highly desirable.
• Excellent written and verbal communication skills; professional demeanor when interacting with donors, board members, and the public.
• Ability to work independently as a self-starter while collaborating effectively in a small team environment.
• Passion for the nonprofit’s mission and commitment to ethical, transparent practices.
• Problem-solving mindset and flexibility in a dynamic, sometimes resource-constrained setting.

• The office runs efficiently with minimal disruptions.
• Staff and volunteers feel well-supported.
• Administrative processes are streamlined and compliant.
• Resources are managed responsibly to maximize impact on the mission.