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Office Administration Supervisor

2 months ago

Houston, Texas, United States East Harris County Empowerment Council Full time
Position Overview

Position Title: Office Manager
Reports to: Controller
Job Classification: Full-time, Non-Exempt
Salary: $45K-$55K annually

Role Summary:

As the Office Manager at East Harris County Empowerment Council, you will serve as the primary point of contact for team members and external partners, ensuring the effective and efficient functioning of our office environment. This position is crucial for delivering key bookkeeping, administrative assistance, and procurement services. We are looking for a meticulous, organized professional with robust bookkeeping capabilities to join our innovative and rapidly expanding team.

Key Responsibilities:Financial Management:
  • Conduct daily bookkeeping activities, including accounts payable (AP), accounts receivable (AR), and daily cash reconciliations.
  • Prepare documentation, input data, and manage various administrative tasks with precision.
  • Maintain accurate financial records, ensuring timely preparation of invoices, staff reimbursements, and other financial transactions.
  • Support the monthly closing process by monitoring expenses, receipts, and financial documentation.
  • Ensure adherence to applicable financial regulations, policies, and procedures.
  • Keep financial documents organized and current, contributing to the integrity of our financial records.
Office Administration:
  • Oversee administrative staff and seasonal interns.
  • Collaborate with vendors and service providers to guarantee seamless office operations.
  • Research and apply best practices for office management and administrative functions.
Procurement Management:
  • Oversee the procurement process, from identifying requirements to negotiating with suppliers and ensuring timely delivery of goods and services.
  • Monitor and report on procurement activities, ensuring cost-effectiveness and efficiency.
  • Reconcile purchase orders and expenditures monthly.
Team Support:
  • Provide administrative assistance to team members, addressing various needs in a timely manner.
  • Support HR functions, including onboarding new hires and facilitating smooth transitions for departing employees.
  • Assist in planning and coordinating organizational events and activities.
Technology and Equipment Management:
  • Troubleshoot basic office equipment issues and coordinate necessary repairs.
  • Manage office technology, including printers, copiers, and communication systems.
Communication:
  • Act as a liaison between the business office and various departments.
  • Ensure that organizational announcements and updates are effectively communicated to the entire team.
Required Skills & Qualifications:
  • Demonstrated commitment to bookkeeping or business management/administration through experience or education.
  • Proven experience in an office management or related supervisory role.
  • Knowledge of nonprofit accounting and generally accepted accounting principles.
  • Familiarity with office management procedures and basic accounting principles.
  • Proficiency in QuickBooks Online, Microsoft Office Suite (Word, Excel, and Outlook), Zoom, and Google Suite.
  • Strong organizational and leadership abilities.
  • Excellent communication and interpersonal skills.
  • Exceptional attention to detail and problem-solving capabilities.
  • Commitment to maintaining confidentiality at all times.
  • Ability to collaborate effectively with others, demonstrating patience, humility, and a willingness to lead by serving.
  • Basic understanding of nonprofit business operations.
  • A positive and professional demeanor.
Desired Skills & Qualifications:
  • Proficiency in English (Spanish preferred).
  • Experience working with marginalized communities.
  • Valid driver's license with reliable transportation and car insurance.
  • Preference for candidates residing in or familiar with the East Harris County region.

Note: This job description may not encompass all assigned duties, responsibilities, or aspects of the role and may be amended at the employer's discretion.

Equal Opportunity Employer: East Harris County Empowerment Council provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type.

Benefits: A comprehensive and competitive benefits package is offered, including PTO, health/dental/vision insurance, company-provided cell phone, health and wellness leave, and a retirement plan with matching contributions.