Office Manager

We are looking for an Office Manager to join our growing team at Project Success. Project Success is a youth development nonprofit organization that helps students connect to their purpose. We work with more than 16,000 6th-12th grade students and their families annually and have more than 225,000 alumni around the world. Learn more at projectsuccess.org.

The Office Manager is responsible for overseeing the daily operations of Project Success’ headquarters at 1 Groveland Terrace. This role ensures the smooth functioning of the building and office space, manages office supplies and technology assets, coordinates maintenance and repairs with vendors and contractors, and serves as a first-line problem solver for IT and building issues. The Office Manager is responsible for the day-to-day upkeep and organization of office and common areas to ensure they remain clean, functional, and welcoming between scheduled cleaning and vendor visits. This role plays a key part in creating and maintaining a safe, accessible, and inclusive office and building environment that supports the needs of staff, students, and guests.

This role reports to the Director of Administration and is part of the Administrative team at Project Success.

This role requires strong attention to detail, excellent organizational skills, and a high level of resourcefulness. The ideal candidate appreciates the consistency of routine but can adapt quickly to shifting priorities and emerging needs. They take pride in maintaining organized, welcoming spaces and ensuring that office and building operations run smoothly. They are tech-savvy, proficient in Microsoft 365, and confident in troubleshooting basic technology issues. They excel at keeping accurate records, managing information systems, and clearly communicating updates related to office and building needs. They are able to work independently, take initiative to proactively support office needs, and build strong working relationships with vendors and staff to support a well-functioning, welcoming, and accessible office environment.

CORE JOB RESPONSIBILITIES

Building and Office Management

• Conduct thorough daily walkthroughs (opening, mid-day, and closing) to ensure cleanliness, organization, and presentation of all interior and exterior spaces
• Maintain building safety and security systems, including key/keycard access, intercoms, emergency plans, and compliance protocols
• Manage deliveries and greet visitors using the intercom and entry systems, helping to create a warm and inviting first impression
• Respond quickly and thoughtfully to office and building issues, identifying and implementing proactive solutions
• Ensure the office remains a safe, comfortable, accessible, and welcoming environment for staff, students, and visitors
• Manage vendor and contractor relationships, coordinating preventative maintenance, inspections, and timely repairs
• Manage digital and physical records for building operations, including vendor details, equipment and appliance records, and maintenance schedules
• Develop and communicate clear office and building information and processes for staff
• Manage internal space use including meeting rooms, common areas, and staff kitchens
• Support logistics for meetings, events, and programs hosted at the building
• Provide occasional support outside regular business hours for urgent building-related matters

IT Management and Coordination

• Serve as the internal liaison for IT needs and manage the relationship with the external IT support vendor
• Provide timely and solution-focused IT support to staff, ensuring minimal disruption to their workflow
• Track and coordinate on-site and remote IT support hours; troubleshoot basic issues and escalate complex matters as needed
• Set up employee workstations and technology for new hires and staff transitions
• Manage technology assets, working with the Director of Administration to support technology strategy for organization

Supplies & Administrative Management

• Order, stock, and organize inventory of general office, cleaning, and maintenance supplies
• Maintain organized inventories of branded merchandise and technology items
• Run local errands (e.g., bank, post office, retail) to support business operations as needed
• Order supplies for programs, teams, and events as needed
• Assist with staff and administrative meetings coordination, preparation, and clean-up
• Assist with organization-wide events, mailings, and special projects as assigned

Other Duties as Assigned

MISSION, VISION, AND VALUES + INCLUSION, DIVERSITY, EQUITY, AND ACCESSIBILITY

We are looking for individuals that are passionate about the success of our students and share the mission, vision, and values of PS.

Mission: Project Success motivates and inspires young people to dream about the future, helps them take steps to get there and gives them the tools they need to achieve their goals

Vision: Every child entering middle school will graduate high school with a plan for their future and have the skills and confidence that will take them through the rest of their lives

Values:

Kids First!

Dependability, Reliability, and Trust

A Non-Judgmental Environment

Willingness to Grow and Change

Love is the Key

Develop Healthy Relationships

Clear and Open Communication

Sustain Excellence

Commitment to Inclusion, Diversity, Equity, and Accessibility (I.D.E.A.):

Project Success strives to connect students to their purpose by creating programming that truly serves our students and families. We envision a Project Success where inclusion, diversity, equity, and accessibility are fully integrated into everything we do. We are an organization that cares deeply about students, families, and community, share our values, and are committed to practicing ongoing anti-racism work and I.D.E.A. principles.

EDUCATION, EXPERIENCE, AND SKILLS

Please note that while the below qualifications are preferred for this position, we do not expect any one person to necessarily have all the items listed. We highly encourage people with a wide range of education, experience, and skill levels to apply for this position.

• Bachelor’s degree or 4+ years of similar experience (or a combination of training, education, and experience that provides the required knowledge and abilities)
• 4+ years experience in administrative, building, IT, reception, or office roles
• Tech-savvy and proficient with Microsoft 365 – Outlook, Word, Excel, PowerPoint
• Excellent problem-solving abilities, resourcefulness, and initiative
• Strong communication skills and ability to maintain effective working relationships
• Detail-oriented, highly organized, and dependable
• Takes pride in maintaining organized and welcoming working spaces
• Appreciative of routine, along with ability to manage multiple priorities and pivot to assist with time-sensitive needs
• Self-motivated, ability to work with minimal instruction and supervision

JOB REQUIREMENTS

• Must have a valid driver’s license and auto insurance
• Ability to sit and/or stand for prolonged periods, including movement up and down stairs and throughout office environment and at events
• Must be able to lift 25 pounds consistently, and up to 75 pounds on occasion

POSITION DETAILS

This position is a full-time, salaried exempt position, with a regular in-office schedule Monday-Friday from 8:00AM-4:30PM or 8:30AM-5:00PM, including a thirty-minute break for lunch. Some schedule adjustments, including coming in early or staying late, evenings, and weekends will be necessary to deal with building or office issues, or programs or events at the office that require additional administrative support. This position does not have remote work flexibility due to the nature of the job responsibilities.

The compensation package includes the following:

• $54,000-$60,000 annual salary
• Generous paid time off
• Excellent Health Insurance with a low deductible (PS pays 100% of the monthly premium rate)
• Excellent Dental and Vision Insurance (PS pays 100% of the monthly premium rate)
• Short-Term Disability and Life Insurance (PS pays 100% of the monthly premium rate)
• SIMPLE IRA retirement plan with up to a 3% match
• Free parking at the PS office

TO APPLY

Please email the following to apply@projectsuccess.org with a subject line including the name of the position, addressed to Caitlin Mensing, Director of Administration:

• Resume
• Cover Letter
• References
• Where you heard about us and/or found the job posting

To learn more, visit: https://www.projectsuccess.org/join-our-team/

Project Success is dedicated to building a diverse and inclusive team. We strongly encourage candidates from a wide variety of backgrounds and experience levels to apply!