Office Manager

1 month ago

Vancouver, United States Share Full time
Share's Mission:

Share believes every person counts. Together we pursue a stronger community by building relationships, advocating for equitable access to housing and food stability while empowering every individual to grow and thrive.

Share provides a wide spectrum of services ranging from street outreach, hunger response, and emergency shelter to housing and asset building. We offer individuals services, resources, and the tools they need to end their homelessness, secure housing, and maintain that housing. Each year, we assist more than 8,000 people experiencing poverty, hunger and/or homelessness.

We seek bright, driven people who are passionate about social justice and who want challenging career opportunities that deliver personal and professional fulfillment. Our dedicated and energetic employees provide essential services to a vulnerable population. We take pride in making a difference in the lives of so many every day.

Share recognizes that our employees are the foundation for our organization as well as our heart and soul. Share has a generous and robust benefit package including 4 weeks of PTO, a wellness program, 401(k) with match, and health/ dental and life insurance. We encourage a culture of supportive compassion for our participants, co-workers, and volunteers.

DE&I Statement:

Share wants to be part of a community that brings about change. We are committed to actively working to dismantle racist systems, focusing on sustainable solutions to structural racism, police violence, and inequitable economic, health care, and education systems. It requires all institutions, including ours, to ask what more we can and should do to live our commitments to diversity, equity, and inclusion - and we must be brave enough to make changes.

Job Description:

The Office Manager plays a key role in providing administrative support and maintaining an organized, professional, and welcoming environment for staff, clients, volunteers, donors, and other visitors to the facility. This position collaborates closely with the executive leadership team, human resources, and other staff members to ensure efficient office operations. Key responsibilities include answering phones, greeting guests, managing office supplies, record keeping, and handling correspondence. The Office Manager will also assist with onboarding new staff and support various administrative projects throughout the year.

This role is the central point of contact for all who enter the facility and is responsible for maintaining the reception area. The Office Manager must demonstrate excellent organizational and communication skills, effectively manage office resources, and handle potentially sensitive situations with professionalism and confidentiality.

This position is Monday-Friday 8:00 am -5:00 pmwith some flexibility for special meetings and organization events.

Share provides a wide spectrum of services ranging from street outreach, hunger response, and emergency shelter to housing and asset building. We offer individuals services, resources, and the tools they need to end their homelessness, secure housing, and maintain that housing. Each year, we assist more than 5,000 people experiencing poverty, hunger and/or homelessness.

We seek bright, driven people who are passionate about social justice and who want challenging career opportunities that deliver personal and professional fulfillment. Our dedicated and energetic employees provide essential services to a vulnerable population. We take pride in making a difference in the lives of so many every day.

Major Duties and Responsibilities:
  • Assure participants, staff, volunteers and community partners are treated with respect and dignity regardless of race, ethnic background, gender or socioeconomic background. Work with the executive leadership team and Human Resource manager, to ensure the administrative needs of the organization are effectively met.
  • Deescalate situations as they arise and provide advocacy as needed.
  • Reserve meeting rooms for staff and community partners as needed. Maintain proper opening and locking procedures for the office. Ensure the common areas are stocked and out-of-stock supplies are promptly ordered. Respond to all incoming calls on a multi-line phone system in a manner that is both professional and welcoming.
  • Maintain a clean, organized front office and ensure common areas are presentable.
  • Process rental payments per procedure to maintain audit controls. Prepare outgoing mail for postal and other carriers. Assist with clerical duties including faxing, copying, scanning, filing, sorting, etc. as needed.
  • Creating and maintaining staff phones with mobile phone vendors and supporting staff with access to DUO.
  • Create and maintain staff badges and keys in partnership with facilities staff
  • Receive, sort and distribute incoming mail, faxes, and UPS and FedEx deliveries.
  • In partnership with HR assist with onboarding for new staff
  • Assisting with collection and filing of documents for HR Office.
  • Assist with enhancing employee experience via technology by updating and maintaining systems
  • Assist with building and updating tools for tracking office and employee items in various information systems and spreadsheets
  • Developing "How To" Guides for staff
  • Provide administrative support to projects throughout the year in partnership with executive leadership team, development and human resources, and the board.
  • Unless accommodation is requested and granted, this position requires the ability to sit or stand for long periods of time and the ability to lift to 20 pounds
Facilities Administration:
  • Communicate with vendors for maintenance visits, repairs and supplies. •Process approved supply orders and ordering, and stocking of custodial supplies. •Order, stock and maintain inventory of facility supplies. Verify orders for accuracy and completeness. •Inputting documents for fire code inspections - hot water heaters, etc. •Generate and maintain daily, weekly, monthly, and annual maintenance calendar •Receive facilities request and distribute to facilities manager.
  • Other duties as assigned
  • 2 years' experience with the homeless population, chemical dependency or mental health counseling.
    Or
    2 years of related college experience

Knowledge, Skills and Abilities

Knowledge of basic office functions.

Must possess strong telephone skills.

Must demonstrate effective communication skills by conveying necessary information accurately and effectively both orally and in writing.

Must be detail oriented and have strong organizational skills.

Assure that participants, staff, volunteers and community partners are treated with respect and dignity regardless of race, ethnic background, gender or socioeconomic background

De-escalation skills, conflict resolution, trauma informed, Narcan and Safety and take trainings for all.

Minimum Qualifications

2 years' experience with the homeless population, chemical dependency or mental health counseling.

Or

2 years of related college experience

BA/BS highly desirable

Proficient in advanced computer operations, including expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the ability to troubleshoot and optimize software functionality.

Knowledge or the ability to obtain knowledge of the HMIS database

Ability to provide superior service: use active listening skills during initial and subsequent face-to face conversation with participants, staff, and community partners to ensure all relevant questions and concerns are properly addressed or routed to the correct person. Ensure all guests feel welcomed to Share.

Ability to maintain strong boundaries: always maintain strong personal/professional boundaries to make sure that work is spent supporting the participants and furthering the mission of the program and organization.
• Ability to maintain confidentiality: Adhere to strict confidentiality of staff, organization, and participant information

Ability to adapt: the only constant is change - expecting and being open to change is a critical part of this position and is a necessary component of being in a service-oriented field.

Strong problem-solving skills: resourceful and able to resolve challenges while knowing when it's time to stop and ask questions or seek additional guidance. •Strong technological skills: effectively use common software programs (like MS Office, Excel, and PowerPoint) to fulfill position-related expectations.

Strong history of dependability: arrive at work on time every day; promptly communicate with your supervisor about any last-minute schedule changes due to illness and provide at least a month's notice before scheduling any vacation or prolonged personal time off.

Strong soft skills: with little to no prompting, adapt work and communication style to mitigate and/or deescalate crisis, and to best support our participants, staff, and community partners.

Work Environment and Physical Demands

This position involves working in an office setting and working with or individuals who have experienced many life challenges including mental illness, domestic violence, substance abuse, etc. You may be required to lift boxes weighing 50 lbs. as supplies come in.

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