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Office Manager

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Published 14 days ago

Summary of Position: The Office Manager is responsible for the effective and efficient management of GIMD facilities, vehicles, office equipment, IT and other operational functions. In addition, the position includes limited backup bookkeeping as needed to assure separation of fiscal duties, and administrative support to GIMD’s President/CEO.


Principal Responsibilities:

Operations:

·     Manage the coordination and administration of general office/business activities of GIMD’s facilities (21,000 square feet), which includes and is not limited to: internal and external buildings/grounds, general and janitorial maintenance, vehicle fleet maintenance, and IT contractors/vendors.

·     Identify potential suppliers, review vendor contracts, and manage vendor relationships.

·     Maintain up-to-date data and records regarding facilities, buildings, equipment, and maintenance contracts. Review data related to facilities and equipment to ensure legal compliance and outline specifications and timetables.

·     Ensure safe and functioning facilities for girls and staff.

·     Manage facility rentals & usage; oversee contracts, renter payments & relationships, and reporting.

·     Manage administration, facility, fleet & IT budgets and assist with surplus spending/budgets annually.

·     Develop and organize office procedures and systems.

·     Work with management team to ensure all space needs are met.

·     Maintain centralized work areas: IT stations, copy center, telephone/fax/mail services. Purchase office supplies and planning, purchase and maintenance of office equipment.

·     Set-up systems for new employees and conduct employee orientation related to office policies and procedures, including: use of equipment and facility, safety, van use, driver training, and keys and codes.

·     Update Operations forms as needed.

·     Update organizational calendars as needed and when appropriate.

Technology/IT:

·     Oversee the IT consultant/contractor/s.

·     Chair the IT committee as needed.

·     Provide basic technology trouble shooting and functionality in all areas of office operations, including but not limited to phones, copiers, and internet.

·     Create new user accounts, emails, computer logons, etc.

·     Provide basic IT support for 50+ computers, printers and technology equipment for staff and girls in conjunction with the outsourced IT vendor.

Fleet:

·     Oversee the care, repair/s & maintenance of the organization’s fleet.

·     Ensure timely scheduled maintenance of fleet maintenance (maintain annual calendar).

·     Review eligibility for staff driving and train eligible staff.

·     Maintain vehicle policies/guidelines and ensure compliance.

Risk Management:

·     Chair the Girls Inc. Safety Committee and be responsible for safety practices of the organization.

·     Manage and execute facility drills such as fire, lock down, etc., implement compliance administrative work and attend trainings as needed.

·     Ensure all building and equipment certifications are current and valid.

Accounting:

·     Serve as backup for petty cash requests, credit card needs, and check writing.

·     Support in maintenance of depreciation schedules in conjunction with Director of Finance.

Administrative Support/Other:

·     Assist GIMD’s CEO/President as needed.

·     Attend staff meetings and trainings.

·     Other duties as assigned.

Qualifications:

·     Demonstrates commitment to GIMD’s mission, vision, and advocacy statements.

·     Exhibits commitment to social justice values and anti-oppression analysis.

·     Knowledge of general office procedures and business practices.

·     Proficient in Microsoft Office.

·     Knowledge of basic budgeting. QuickBooks experience is helpful.

·     Familiarity with networking technology, various hardware and software applications, and network administration and technology troubleshooting preferred.

·     Ability to proactively plan for office and facility needs and effectively resolve issues.

·     Strong organizational and multi-tasking skills.

·     Effective written and oral communication skills.

·     Team-oriented and able to work both independently and as part of a group.

·     Professional demeanor and a strong work ethic.

·     Positive attitude.

·     Dependable and strong attention to detail.

·     Possess a valid Colorado driver’s license, with driving record that allows employee to be covered by agency auto insurance and drive agency vehicles.

Education/Experience:

·     Bachelor’s degree in a related field, or equivalent work experience

·     Experience in facility, administration, vehicle fleet and/or IT management preferred

·     Previous non-profit experience preferred

Position Status: Salaried, Exempt position; some late nights and weekend work required.

Summary of Position: The Office Manager is responsible for the effective and efficient management of GIMD facilities, vehicles, office equipment, IT and other operational functions. In addition, the position includes limited backup…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    May 1, 2021
  • Application Deadline
    April 22, 2021
  • Education
    Other Education Requirement

Salary

$42,500 - $50,000

Benefits

Comprehensive benefits package that includes health, vision, life insurance, and 403(b).

Comprehensive benefits package that includes health, vision, life insurance, and 403(b).

Location

On-site
1499 Julian St, Denver, CO 80204, USA

How to Apply

Application Requirements:

·     Cover Letter

·     Resume

·     Three professional references

·     At least one paragraph, and no more than one page addressing the following question:

At GIMD we strive to be an anti-oppressive and inclusive organization. What is your understanding of and experience with anti-oppression and inclusiveness in your personal and/or professional life?

·     Send all application materials to (no phone calls please): 

Girls Inc. of Metro Denver

Attn: Katie Armstrong, Manager of Operations

1499 Julian St.

Denver, CO 80204

Fax: (303) 893-4352

karmstrong@gidenver.org

Application Requirements:

·     Cover Letter

·     Resume

·     Three professional references

·     At least one paragraph, and no more than one page addressing the following question:

At GIMD we…

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