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Office Manager

Posted by
First Place for Youth
|
Oakland, CA
New
|
Published 5 days ago

JOB SUMMARY: The Office Manager is responsible for all aspects of the Office operations and oversees the general administrative functions and activities of the Oakland headquarters, including facilities management. In addition, the office manager collaborates with Program staff in the management of all First Place for Youth facilities. With strong tactical and organizational skills this position will provide high-quality support, including office and facilities management, for all First Place locations.

Essential Duties and RESPONSIBILITIES include the following. Other duties may be assigned.

Office Operations

·      Manage HQ front office operations and procedures including reception, incoming calls/ front desk phone coverage, requisition of office supplies, and internal and external conference room services.

·      Responsible for administrative duties including, distributing department mail, generating reports, managing archive files, creating and managing electronic and hardcopy files, and providing phone coverage, and ordering office supplies.

·      Manage general office supply purchasing, inventory and disposal, seeking to utilize ‘green’ materials and developing easy systems for office recycling.

·      Ensure security for receivables by monitoring/keeping a daily log of all checks received and forward to Finance. 

·      Preparing HQ facilities and HR department incoming invoices for payment using Concur accounting system.

·      Responsible for new hire boarding pieces of proving access cards, visiting cards, ID Badges etc

·      Prepare and submit Title IV training invoicing each month in collaboration with respective departments and coordinate with the Title IV agency in matters related to invoicing and payments.

·      In collaboration with the HR Coordinator, the coordination of employee events


Facilities Operations


·      Manage facilities for HQ First Place for Youth office site; and collaborate with the manager or office admin of the other FPFY office sites. This includes liaison with property managers and assist with preparation for HQ site visits, events, and room reservations.

·      Manage all facilities’ vendor relationships and schedule services as needed; such as exterminators, HVAC, janitorial, carpet cleaners, water delivery, etc.

·      Collaborate with Building Management to execute safety plans such as emergency evacuation drills, etc.

·      Support and collaborate with IT for contract negotiations for equipment leases and/or purchase of office equipment and equipment servicing for all locations.

·      Collaborate with insurance broker for Certificate of Insurances

·      Other duties as assigned.


Qualifications and Position Competencies:


·      Associates degree in office administration or Bachelor’s degree in Business or related field preferred.

·      At least three years of administrative experience required

·      Excellent knowledge of office management procedures.

·      Excellent interpersonal and customer service skills.

·      Excellent organizational skills and attention to detail.

·      Excellent time management skills with a proven ability to meet deadlines. 

JOB SUMMARY: The Office Manager is responsible for all aspects of the Office operations and oversees the general administrative functions and activities of the Oakland headquarters, including facilities management. In addition, the…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Professional Level
    Professional

Salary

Up to $26

Benefits

Competitive salary commensurate with experience

Medical, Dental, Vision, Employee Assistance Plan

Benefits coverage for employee and dependents

LTD and Flex Spending Account

401 (k) Retirement plan

Generous paid vacation and holidays

Competitive salary commensurate with experience

Medical, Dental, Vision, Employee Assistance Plan

Benefits coverage for employee and dependents

LTD and Flex Spending Account…

Location

On-site
426 17th Street, Suite 100, Oakland, CA 94612

How to Apply

Please apply with Cover Letter and Resume.

Please apply with Cover Letter and Resume.

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