Office Manager

3 weeks ago

Chicago, United States Breakthrough Full time

**Job Title**: Office Manager

**FLSA Code**: Non
- Exempt, Full time (hourly with benefits)

**Reports to**: Director of Operations and Recreation, Breakthrough Youth Network

**Location**: FamilyPlex, 3219 W. Carroll Ave, Chicago, IL 60624

***
The Office Manager provides critical support for daily operations within the Breakthrough

FamilyPlex, ensuring that the FamilyPlex is properly resourced and operating effectively and

efficiently.

**ESSENTIAL RESPONSIBILITIES / FUNCTIONS**
- Gain in-depth knowledge of all Breakthrough and FamilyPlex policies, procedures, services and offerings
- Provide gracious and efficient telephone service as it relates to general inquiries, taking, recording, and relaying messages accurately, completely and legibly
- Provide solutions to simple issues with guests, escalating to the Director or Operations and Recreation when needed
- Communicate pertinent information to designated departments/personnel (i.e. special requests, deliveries, messages)
- Help maintain Breakthrough Youth Network staff files, certifications, etc.
- Manage facility inquiries, rental contracts, invoice, payments, and logistics
- Assist with rental needs including set-up, clean-up, and event management
- Help with the upkeep and cleanliness of the FamilyPlex including but not limited to main areas, bathroom, Fitness Center, storage areas, and around the outside of the building
- Help with mínimal yard maintenance such as trash pick up, watering flowers/grass, snow removal, weed removal, etc.
- Work with receptionist and operations staff to ensure the facility is adequately resourced by ordering/receiving general supplies and maintaining current inventory
- Assist with ordering, care, maintenance, and utilization of office equipment
- Manage inventory, cash collection/deposit for the vending machine
- Manage submission of work requests for facility repair and maintenance needs
- Provide support for special projects and events as needed
- Cover reception desk responsibilities as assigned
- Administer Petty Cash and purchase requests for Breakthrough Youth Network
- Manage purchasing and expense reports for Breakthrough Youth Network
- Assist fitness center members through the enrollment process as needed
- Maintain and FamilyPlex space and event calendar
- Coordinate the maintenance of vehicles, ensuring compliance and upkeep
- Assist with other duties as assigned

**POSITION QUALIFICATIONS**
- Associate’s degree or equivalent desired
- At least two years of clerical or office management experience
- Proficient computer skills and knowledge of MS Office
- Experience with Salesforce software or ability to learn quickly
- Flexibility and team-oriented
- Must possess strong interpersonal skills, professionalism, and problem solving ability
- Must demonstrate initiative and follow through, and be comfortable working in a dynamic environment
- Must possess an accurate and informed understanding of cultural and urban realities, especially as related to youth, poverty, and community development
- Must possess good organizational and time management skills required to manage a broad set of responsibilities

**PHYSICAL REQUIREMENTS AND WORKING CONDITIONS**
**Work Environment**
While performing the duties of this job, the employee will work in a public, multi-purpose facility and/or outdoors and thus will be exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate but can be high depending on the activities in the facility.

**Physical Demands**
While performing the duties of this job, the employee is frequently required to walk and/or sit; use hands and fingers to feel objects, tools or controls, reach with hands and arms; balance; stoop; regularly talk or hear. The employee must be able to bend, stoop, pull, lift as well as have overhead extension of arms. Must be able to stand for long periods of time; be able to lift, carry or move at least 50 pounds. Must adhere to proper handling and lifting techniques. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus.

The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations will be provided to enable individuals with disabilities to perform the essential functions.

**Safety Requirements**

**Equipment Used**
Employee will generally use general office equipment including but not limited to: telephone, computer, calculator, copier, paper shredder, paper cutter, and filing systems.

This description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and perform any other job-related duties requested by the supervisor.

Requirements are representative of mi

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