Office Manager

2 weeks ago

Vancouver, United States Share Full time

Shares 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 pm with some flexibility for special meetings and organization events. 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. Create and maintain staff phones with mobile phone vendors and support 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. Assist 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. Develop 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. This position requires the ability to sit or stand for long periods of time and the ability to lift to 20 pounds unless accommodation is requested and granted. 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 requests and distribute to facilities manager. Other duties as assigned. 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 conversations with participants, staff, and community partners to ensure all relevant questions and concerns are properly addressed or routed to the correct person. Ability to maintain strong boundaries and confidentiality. Ability to adapt and strong problem-solving skills. Strong history of dependability and strong soft skills. Work Environment and Physical Demands: This position involves working in an office setting and working with 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. J-18808-Ljbffr

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