Office Administrator/Manager

Position Summary

The Office Administrator/Manager supports daily operations to ensure an efficient, organized, and welcoming environment. This position handles administrative and clerical tasks, supports staff with scheduling and coordination, manages supplies and office operations, and assists with basic human resources and accounting functions.

Key Responsibilities

  Administrative Support

- Manage incoming and outgoing correspondence, including phone calls and emails.

- Prepare documents such as memos, reports, forms, and outreach/education materials.

- Support staff with document organization and meeting preparation.

   Scheduling & Coordination

- Manage staff calendars, meetings, and appointments.

- Coordinate travel arrangements and logistics for staff and special events.

   Office Management

- Maintain inventory of office supplies and equipment; place orders as needed.

- Support basic office maintenance, cleanliness, and organization.

- Track and manage office-related expenses.

   Visitor & Vendor Relations

- Serve as the first point of contact for visitors, clients, and vendors.

- Ensure a welcoming, professional front-office environment.

   Record Keeping

- Maintain organized digital and physical filing systems.

- Ensure accurate documentation, secure storage, and confidentiality.

   Human Resources & Accounting Support

- Assist with onboarding new employees and maintaining personnel files.

- Support basic bookkeeping tasks such as entering transactions, helping with reconciliations, tracking invoices, and monitoring budgets.

- Assist with timesheet tracking, certifications, and compliance documentation.

Required Skills & Qualifications

- Strong organizational and time-management skills, with the ability to multitask and prioritize.

- Excellent written and verbal communication skills.

- High attention to detail and accuracy.

- Proficiency with Microsoft Office Suite, Adobe, Canva, and Smartsheet.

- Strong problem-solving skills.

- Ability to maintain confidentiality of sensitive information.

- Bilingual English/Spanish strongly preferred.

Special Requirements

- Ability to work some evenings and weekends as needed.

- Reliable transportation/DL/and Insurance for meetings, events, and activities.

- Ability to work independently and remotely when required.

- Ability to lift up to 25 lbs (preferred).

Apply Here!