Office Manager

Job Title: Office Manager

Reports To: Director of Human Resources

Location: Boston, MA 02115 — Onsite, 5 days per week

Position Type: Non-exempt; Full-time

Hourly Range: $25.50 – $28.04

Position Summary

The Office Manager plays a central role in ensuring smooth daily operations in a fast-paced nonprofit environment where priorities can shift quickly. This position requires someone who thrives on organization, has strong attention to detail, and can capture and clarify information accurately amidst competing demands. The Office Manager is the first point of contact for visitors, staff, and external partners, and is responsible for creating an orderly and supportive office environment while collaborating closely with HR, IT, and program teams.

Essential Job Functions

• Serve as the welcoming presence at the administrative office, greeting visitors and ensuring they are supported appropriately.
• Manage agency phone lines by answering, routing, and documenting messages clearly and accurately.
• Conduct office orientations for new hires, including desk setup, equipment training, and agency onboarding coordination.
• Support onboarding and offboarding processes by collaborating with HR, IT, and hiring managers to ensure smooth transitions.
• Schedule and coordinate meetings, trainings, and professional development sessions across the agency, ensuring details are well-communicated and recorded.
• Track, manage, and order office supplies and equipment proactively to ensure consistent availability.
• Coordinate with IT vendors to maintain inventory and functionality of laptops, phones, and office equipment.
• Create, issue, and deactivate Photo ID/access badges for staff in a timely and secure manner.
• Take clear and detailed notes during meetings, helping to summarize discussions, clarify action items, and ensure follow-through.
• Escalate office or staff concerns appropriately to the HR Director.
• Maintain confidentiality and professionalism when handling sensitive information.
• Provide additional HR and administrative support as requested by HR Director or Chief Administrative Information Officer.

Key Competencies

• Exceptional Organization: Ability to prioritize, manage multiple responsibilities, and maintain structure in a dynamic, shifting environment.
• Attention to Detail: Consistently accurate in recordkeeping, note-taking, and task completion.
• Clear Communicator: Skilled at clarifying information, confirming details, and ensuring alignment across teams.
• Adaptability: Comfortable adjusting to frequent changes and competing priorities common in nonprofit operations.
• Collaboration: Works effectively with HR, managers, IT, and staff across all levels of the organization.
• Professional Presence: Serves as the welcoming face of the agency and maintains a high standard of confidentiality and discretion.

Physical & Additional Requirements

• Sitting, standing, reaching above, stooping, bending, pushing, pulling, traversing, concentrating, writing, and frequent interaction with others.
• Ability to lift and move packages up to 25 pounds.

Requirements / Qualifications:

• Associates enrolled required; Bachelor’s Degree preferred
• Proficiency in Microsoft office software
• Ability to relate to persons of diverse backgrounds and functioning levels
• Ability to communicate professionally, orally and in writing
• Proven office management, administrative or assistant experience
• Excellent time management, and organizational skills and ability to multi-task and prioritize work
• Ability to react quickly to shifting priorities and multiple tasks while maintaining professional composure
• Ability to work independently and as a contributing member of a team
• Self-starter who takes initiative to learn quickly on the job and find areas of efficiency improvement
• Bilingual (Spanish/English) preferred