Office Manager

POSITION

Outgoing, professional individual, responsible for greeting and assisting all visitors and program participants. This person provides a wide range of administrative and office support to facilitate the efficient operations of the organization. The position is supervised by the Executive Director and works closely with all staff members at Fisherman’s Mark and Lambertville Academy, which includes three locations/campuses.

RESPONSIBILITIES

• Office Operations: Oversee daily office functions, ensuring a professional, organized, and welcoming environment for staff, volunteers, program participants, and visitors. Oversee front desk/reception processes.
  • Supply Management: Monitor, order, and manage inventory of office supplies, kitchen supplies, and equipment, ensuring cost-effectiveness and adherence to budget.
  • Volunteer Management: Manages the day-to-day operations of the volunteer program to include volunteer inquiries, applications, correspondence and new volunteer orientations.
  • Vendor & Facilities Liaison: Serve as the primary contact for building management, IT support, phone systems, equipment maintenance providers, and other office-related vendors. Coordinate repairs and service calls as needed.
  • Mail & Communications: Manage incoming and outgoing mail, packages, and general office email inquiries, routing them appropriately. Answer and direct phone calls professionally.
  • Record Keeping & Filing: Develop, implement, and maintain efficient physical and digital filing systems for administrative records, contracts, subscriptions and licenses, operational documents, statistical reports and other essential information.
  • Meeting & Event Logistics: Assist with scheduling internal/external meetings, preparing meeting rooms (including AV setup), coordinating catering, and supporting administrative aspects of agency events as required.
  • Onboarding Support: Assist with setting up workstations and providing necessary office orientation information for new hires and volunteers within the administrative office.
• Safety & Compliance: Oversees Risk Mitigation Committee, sits on COAD committee, manages all SOPs for the organization, emergency plans as well inspections, permits and licenses.
• Management of Office Calendar: Manage all calendars including events, birthdays, vacations, internal and external meetings etc.
• Meeting Preparation & Follow-Up: Prepare agendas, gather materials, take minutes for key operational and leadership meetings including Board meetings, oversee board software and diligently tracks action items.
  • Project & Operational Support: Provide administrative support on special projects, operational initiatives, and data gathering as requested.
  • Confidentiality: Handles sensitive operational, personnel, and organizational information with the utmost discretion and confidentiality.
  • Liaison: Serve as a key liaison between all departments, staff, and external partners as needed.
  • Customer Service: Strong customer service orientation with a compassionate and respectful approach to serving diverse populations.
  • Case Management: Assist Social Services Manager, when necessary, with paperwork, phone calls and connecting to resources, etc.

QUALIFICATIONS

• Bachelor’s degree or experience comparable to a degree; at least 1 year’s office (administration) experience.
• Self-directed and able to complete projects with limited supervision.
• Excellent oral and written communication skills
• Conform to a high standard for excellency in serving others.
• Commitment to cultural sensitivity and respect for differences
• Detail oriented and works with a high degree of accuracy.
• Ability to multitask and meet changing deadlines.
• Proficiency with Microsoft Office software, particularly Word and Excel: comfortable with formatting and developing spreadsheets and presentations.
• Ability to sit and stand for extended periods of time and move items up to 25lbs as needed.
• High level of integrity, discretion and reliability.

Position Notes

• Salary Type: FT Non-exempt (hourly) nights and weekends upon occasion
• In Person Monday-Friday 9-5pm
• Retirement benefits with 3% match, childcare benefits, no medical/dental benefits
• Salary range $50,000-$55,000

Generous PTO

3% Retirement Match

Free Childcare

NO health/dental benefits