Office Manager for Non-Profit Organization

Who We Are

CONTACT Care Line is East Tennessee's first crisis hotline. CONTACT's Crisis program provides text-based and telephone-based crisis/suicide intervention services to visitors of the 988 Lifeline. We are a solid team that holds both state and national contracts through 988. Some of our employee benefits include competitive PTO accrual, free Teladoc for all staff, EAP services, healthcare benefits programs, and 401(k). Additionally, CONTACT is a 505 non-profit organization and qualifies PSFL programs for student loans.

The Details of the Role:

Position: Office Manager

Department: Administration

Reports To: Executive Director

Pay Rate: $25 per hour

Employment Status: Full-Time, Hourly/Non-Exempt

Schedule: Monday–Friday, 30 hour per week (in-person Monday–Thursday; remote on Fridays)

Location: Home Office (318 North Gay Street, Suite 100, Knoxville, TN 37917)

The Job Description:

Position Summary

The Office Manager ensures the smooth, professional, and efficient functioning of CONTACT Care Line's administrative and operational environment. This position supports the Executive Director, Finance, and HR functions by managing daily office operations, coordinating logistics for meetings and events, handling purchasing and payables, and maintaining organized systems for information, communication, and resources.

The Office Manager serves as the in-office point of contact for staff, visitors, and vendors—helping to keep CONTACT's headquarters welcoming, well-supplied, and mission-ready.

Primary Duties and Responsibilities

Office Administration

• Serve as the primary on-site administrative contact for internal and external inquiries.
• Maintain office organization, cleanliness, and safety; coordinate maintenance and repairs as needed.
• Manage supplies, mail, deliveries, and vendor relationships to ensure operational efficiency.
• Ensure the office environment remains audit-ready and prepared for visitors, meetings, and training sessions, maintaining a professional and welcoming atmosphere.
• Maintain organized physical and digital filing systems for contracts, invoices, and administrative records.
• Monitor and triage messages received through general office email accounts.
• Receive and forward HR-related mail and correspondence, including state and federal documents, tax notices, ADA faxes, and other sensitive materials, ensuring timely delivery to the appropriate HR or Finance contact.
• Coordinate shipment of equipment, including creating and sending return labels for laptops and other assets during onboarding and offboarding.
• Coordinate scheduling, travel, and meeting logistics for staff and leadership.
• Support planning and setup for on-site trainings, celebrations, and community meetings.

Finance and Bookkeeping Support

• Code and submit invoices, receipts, and reimbursements for payment through Finance.
• Prepare purchase orders and maintain accurate records of office expenditures.
• Track grant-related invoicing and assist with document submission to funders as directed.
• Support donor mailings and small fundraising logistics, including printing, postage, and acknowledgment tracking.
• Assist with reconciling petty cash or small cash-on-hand funds.

Technology and Asset Coordination

• Serve as liaison with GAMA (IT support) to facilitate troubleshooting and user assistance.
• Maintain an updated inventory of office assets, including laptops, peripherals, and shared equipment.
• Coordinate the shipment, retrieval, and tracking of equipment, including preparing packages for new hires and issuing return labels for laptops and other assets during offboarding.
• Support HR and IT by initiating or closing Microsoft account access for staff in a timely manner, ensuring new accounts are active and ready by orientation and deactivated promptly upon termination.
• Identify opportunities to streamline administrative processes and propose improvements to increase efficiency and effectiveness.

Executive and Board Logistics

• Provide administrative support to the Executive Director, including scheduling and correspondence.
• Coordinate logistics for board and committee meetings, including room setup, refreshments, attendance tracking, and distribution of prepared materials.
• Support internal leadership meetings through agenda preparation, material organization, and follow-up tracking.

Communications and Events

• Coordinate internal communications such as announcements, forms, or newsletters.
• Assist the Outreach team with event logistics, materials ordering, and supply organization.
• Maintain an inventory of outreach items (brochures, stickers, branded materials) and reorder as needed.
• Coordinate with the Wellness Supervisor regarding Employee Resource Group (ERG) and wellness activities as needed, including merchandise purchases, event setup, and related logistical support.
• Uphold confidentiality regarding all employee and organizational information, including personnel files, benefits, wellness data, and other sensitive materials, in accordance with organizational policy and applicable privacy laws.
• Exercise discretion and maintain the highest level of professionalism and integrity when handling confidential or sensitive information.

Confidentiality Commitment

• Uphold confidentiality regarding all employee and organizational information, including personnel files, benefits, wellness data, and other sensitive materials, in accordance with organizational policy and applicable privacy laws.
• Exercise discretion and maintain the highest level of professionalism and integrity when handling confidential or sensitive information.

Experience, Skills, Licenses/Certifications:

• Minimum of three (3) years of administrative or office management experience; nonprofit experience preferred.
• Demonstrated proficiency in Microsoft 365, Google Workspace, Zoom, Slack, and standard office software.
• Strong organizational and multitasking abilities with exceptional attention to detail.
• Excellent verbal and written communication skills, with professionalism and discretion required.
• Ability to handle confidential and sensitive information responsibly.
• Experience processing invoices, reimbursements, or financial coding preferred.
• Ability to work independently, meet deadlines, and coordinate effectively with remote team members.
• Demonstrates a growth mindset and a willingness to receive and apply feedback constructively.
• Occasional evening or weekend work may be required for events or board meetings.

Physical Requirements

• Ability to remain in a stationary position for prolonged periods.
• Regular use of computers and standard office equipment.
• Ability to lift up to 25 pounds for office or event materials.