Bilingual Office Manager (Spanish)

Job Title: Office Manager

Organization: Project Libertad

Location: Hybrid with some in-person responsibilities each week

Reports to: Executive Director

Employment Type: Part-Time (15 - 20 hours)

Pay rate: $18/hour

About Project Libertad

Project Libertad is a nonprofit organization dedicated to empowering immigrant youth and families through legal services, education, and community support. We believe in building strong, inclusive communities where everyone has the opportunity to thrive.

Position Summary

We are seeking a bilingual (Spanish/English) Office Manager to oversee the day-to-day administrative, HR, and financial operations of our nonprofit organization. This role is pivotal in ensuring the smooth functioning of internal systems and providing essential support for program delivery, fundraising, and compliance.

Key Responsibilities

Administrative Operations

• Answer phones; respond to calls and messages in a timely manner
• Manage incoming U.S. mail and route appropriately
• Scan documents into Google Drive as appropriate and shred originals
• Scan and upload all legal client mail into Cerenade
• Document client legal mail received in Cerenade and Google Docs
• Inform attorney of any deadlines or action items resulting from incoming legal client mail
• Shred client legal mail after scanning; mail original notices to clients directly
• Coordinate legal intake, assigning new intakes to volunteers and ensuring they are completed and all follow up information is provided, per instructions from attorney
• Send nonengagement letters to potential intake clients we do not accept
• Maintain and update the grant tracking system with due dates, report dates, award dates, grant restrictions, and other pertinent information
• Monitor and respond to the general info inbox, escalating issues as needed

Financial Management & Bookkeeping

• Deposit checks and maintain accurate records
• Upload and organize receipts in Google Drive and Quickbooks
• Ensure that all transactions have matching documentation in Google Drive and Quickbooks
• Process payroll and reimbursements for employees and volunteers
• Pay vendor invoices in a timely manner
• Handle bookkeeping in QuickBooks, categorizing transactions bi-weekly
• Track and invoice for school district contracts
• Support with preparation for audits or financial reviews

Human Resources & Compliance

• Place job advertisements and assist in recruiting efforts
• Screen job applicants and schedule interviews
• Address and escalate employee concerns appropriately
• Ensure HR policies and compliance documentation are up-to-date

Fundraising & Marketing Support

• Assist with individual fundraising initiatives
• Coordinate and prepare the organization’s Annual Impact Report
• Create and post engaging social media content
• Draft and send marketing emails to supporters and stakeholders
• Create digital assets (flyers, graphics, etc.) as needed
• Maintain up-to-date staff, event, and program information on website
• Draft and send handwritten thank-you notes and receipts to donors and partners

Qualifications

• Bilingual in Spanish and English (Required)
• 2+ years of experience in office management, bookkeeping, administration, or a similar role
• Proficiency in Google Workspace (G Suite)
• Experience with QuickBooks or similar bookkeeping software
• Familiarity with HR practices and compliance standards
• Basic knowledge of digital marketing, including email platforms (e.g., Mailchimp, Constant Contact) and social media management
• Strong attention to detail, organization, and time management skills
• Excellent written and verbal communication skills
• Experience working in or with nonprofits is a plus

Spanish fluency required.