What are the responsibilities and job description for the Office Manager position at The Community Partnership?

Position Description

POSITION : Office Manager

POSITION TYPE : Full-Time, Salaried Position, At-Will, Exempt Position, Essential Position

REPORTS TO : Human Resources Manager

LOCATION : 14 Kennedy Street NW, Washington, DC 20011

POSITION SUMMARY :

The office manager plays a crucial role in overseeing the daily operations of 14 Kennedy Street, NW, a 20 square foot office building, to ensure a productive work environment. This role includes managing the upkeep of the office space, directing the activities of the janitorial staff, coordinating maintenance and some repairs, and ensuring that all supplies are well-stocked and all equipment is in good working order.

Additionally, the office manager is responsible for a variety of administrative tasks, such as organizing meeting schedules, managing correspondence, and facilitating communication between team members and outside vendors. By effectively multitasking and prioritizing responsibilities, the office manager ensures that the office runs smoothly and supports the productivity of all employees.

This position is not eligible for work from home.

SALARY : $50,000.00 - $60,000.00

ESSENTIAL POSITION FUNCTIONS INCLUDE THE FOLLOWING :

Develop office policies and procedures and ensure their proper implementation.
Identify opportunities for process and office management improvements and efficiencies, then design and implement new systems.
Respond to inquiries and requests by Employees and resolve any problems or issues.
Reconcile monthly invoices for the janitorial contractor at 14 Kennedy Street.
Supervise the daily operations and duties of the janitorial company at 14 Kennedy Street.
Coordinate special services such as window cleaning, deep cleaning, carpet cleaning, landscaping, and snow removal for Kennedy Street property.
Inspect the building regularly to identify any maintenance needs and / or safety hazards and notify building's Operations team and follow up to ensure issues addressed in timely manner
Responsible for ordering and maintaining the supply inventory for TCP Café and pantries.
Clean coffee machines and restock the café and pantry with supplies daily.
Review requests from staff and order appropriate office supplies
Maintain general office supply inventory.
Distribute supplies to staff and various supply areas.
Manage paper and ink supplies for all copiers.
Serve as the backup for the Receptionist, as necessary.
Maintain all conference room schedules by reviewing, approving, and setting up spaces for meetings using the TCP Rooms Management System.
Set up and clean up refreshments for all meetings as needed.
Assist with securing locations for staff meetings and special events.
Coordinate inter-office mail and package delivery.
Handle building decorations per seasons, winter, spring, summer, and fall
Perform other related duties as assigned, as deemed appropriate.

MANDATORY REQUIRMENTS

EDUCATION AND EXPERIENCE

Diploma or General Equivalency Diploma (GED) and or two years' experience in office management, administrative work, or customer service role

Work in homeless service industry is a plus.

Bachelor's degree preferred.

Bilingual in English and Spanish a plus.

REQUIRED SKILLS AND ABILITIES :

Strong understanding of customer service principles

Strong problem-solving abilities

Strong critical thinking skills

Ethical decision making

Excellent communication skills, to include ability to communicate clearly in writing and verbally to a wide range of audiences (customers, co-workers, managers, the public, stakeholders, etc.) face-to-face, virtually, or via telephone or other communication devices to elicit information

Excellent listening skills to be able to translate information extracted from customers and convert to action

Ability to be patient, pleasant, courteous, and maintain professionalism

Ability to make decisions independently, consistent with law and established work place procedures

Proficient in Microsoft Office suite or similar suites, inclusive of using Word, Excel, and Outlook, and the use of database systems

Ability to manage documents and maintain records

Outstanding organizational skills and ability to effectively prioritize and manage multiple projects at the same time

Ability to work independently, as well as function well as part of a team

Ability to work well in a fast-paced environment while still paying great attention to details

Ability to perform basic mathematics, sufficient to perform simple calculations and interpret data

Dependability; Reliability, Ability to work as scheduled and / or required

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS :

Ability to exhibit manual dexterity to dial a telephone, operate a computer keyboard and handle paper documents

Ability to enter data and / or information into a computer

Ability to understand written and / or oral instructions

Ability to read a computer screen and printed materials with or without vision aids

Physical ability to bend, stoop, climb stairs and reach overhead

Prolonged periods of sitting at a desk and working on a computer

APPLICATION PROCESS

Apply for this position through the TCP career center Recruitment (adp.com)

Your response to this job announcement may be considered for other similar available positions within The Community Partnership.

No phone calls.

TCP has a mandatory COVID19 Vaccination (and booster) Policy. On your first day on site, you will be required to produce a COVID19 Record of Vaccination or other documentation to prove to TCP that you have been fully vaccinated from the coronavirus. Further, TCP contractors must also follow all health and safety protocols established by TCP to help maintain a safe workplace and healthy environment.

The Community Partnership for the Prevention of Homelessness is an equal opportunity employer, committed to nondiscrimination in recruitment, selection, hiring, pay, promotion, retention, or other personnel actions affecting contractors, employees or applicants for employment. Personnel or selection decisions shall be based on merit and the ability to perform the essential functions of the work, with or without reasonable accommodation.

If you have any questions about our company policies or your rights as an applicant or require a reasonable accommodation, please contact our Office of the General Counsel at 202.543.5298 (ext. 307).

Salary : $50,000 - $60,000

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