Office Manager

Covenant House California (CHC) is seeking a dynamic and reliable individual to serve as Office Manager at the organization's corporate office in Hollywood, CA.

CHC is the largest provider of Transitional Aged Youth (TAY) homeless services in Los Angeles, Orange County, Santa Clara, Santa Cruz and Alameda County. Serving over 2,000 youth each year through a broad spectrum of services, CHC has more than doubled in size during the past 3 years. The Office Manager is a key individual in serving the agency in ensuring a high-functioning front office, procurement and site operations role.

Covenant House California has a deep commitment to diversity, equity, inclusion, and equal opportunity. We are committed to building a team that is representative of the young people we serve. We value a diverse team of people whose lived expertise informs their relationship to our work. Women, trans-and gender-nonconforming folks, LGBTQ+ people, BIPOC (Black, Indigenous, People of Color) and individuals with disabilities are strongly encouraged to apply.

POSITION SUMMARY: Under the general supervision of the agency's Director of Operations in Los Angeles, this position is responsible for managing the office operations for Covenant House California (CHC). This role includes administrative support, purchasing, and facility coordination for the agency. The Office Manager maintains purchasing documents, files, administrative records, and databases, and coordinates with the CHC maintenance staff and Director of Operations for facility-related duties and is a key liaison with external vendors.

ESSENTIAL FUNCTIONS:

Office Management:

• Oversee the day-to-day office operations, ensuring a well-organized and efficient workplace.
• Manage office supplies inventory, ordering, and distribution to staff as needed.
• Responsible for all incoming mail opening, review, and proper routing to appropriate staff and executive leadership.
• Coordinate maintenance and repair services for office equipment and facilities.
• Laison to vendors and services providers – setting up new accounts, billing and invoicing, etc.
• Ensure compliance with health and safety regulations within the office environment.

Purchasing:

• Verify all approved requisitions and work orders, contact vendors for pricing and bids, and prepare purchase orders (PO) in accordance with established policies and procedures.
• Coordinate with vendors to ensure timely and satisfactory delivery of goods and services.
• Receive items ordered, compare with PO, distribute to requisitioners, and provide Accounts Payable with proof of receipt.
• Maintain records and purchase orders of all contracts and leases of services and equipment, coordinating renewals with the Director of Operations and Finance staff.
• Maintain inventory levels to minimize out-of-stock situations for general office supplies.
• Coordinate with the maintenance worker to ensure vendors deliver and complete all purchase orders related to facility repair and maintenance satisfactorily.
• Maintain all purchasing documents, files, and data to ensure the availability of documentation and compliance with established policies and procedures.

Administrative Support:

• Coordinate facility issues and emergencies with CHC maintenance staff and the Director of Operations for immediate resolution, including vendor contact, bids, and preparation of purchase orders.
• Participate in meetings and workshops to convey and gather information required to perform job functions.
• Interface with the agency's Finance Department regarding purchasing, billing, and contract
• management for purchasing.
• Assist Director of Operations in various administrative and clerical tasks as needed including data entry, filing, and follow-up to departments. Other related duties assigned from time to time
• Assist with all audit request and document needs on an ad-hoc basis.
• Perform other related duties as assigned from time to time.

JOB REQUIREMENTS:

EDUCATION: Bachelor's Degree preferred, or High School Diploma with at least 5 years of experience.

EXPERIENCE: Minimum of three (5) years' experience in comparable positions with proven results, preferably in a non-profit agency.

SKILLS: College-level oral and written communication skills, as well as exceptional organizational skills. Capacity to handle multiple tasks. Must be highly proficient in Microsoft Word, Excel, Power Point and Raiser's Edge, etc. Attention to detail, ability to prioritize and handle multiple projects at one me and be able to work well with diverse personalities within a very fast-paced dynamic culture.

TRANSPORTATION: Valid California driver's license and a good driving record.

WORKING CONDITIONS: General business/office environment. Must be able to li up to 40-50 lbs. on occasion, bend, sit and stand for prolonged periods of me. On occasion, work outdoors in all weather conditions during facility check with the maintenance worker regarding completed PO's which sometimes involve dust, noise and fumes. Some weekend/holiday work may be required. Full-time, 40 hours per week.

EQUIPMENT USED: Computers, calculators, fax machines, telephone and other equipment required.