Vacancy expired!
SUMMARY
We are looking for an Office Manager to organize, coordinate and perform administration duties for the Organization. The Office Managers primary duties are to ensure high levels of administrative effectiveness, excellent customer service as a front-facing employee of the organization, and a productive and professional environment for Board, staff, members, patrons, other supporters of the organization. The Office Manager will report to the Executive Director.
Specific Responsibilities
Facility Management Duties
Opening and closing the Beach Institute facility in accordance with operating schedule.
Coordinating and supervising building and grounds maintenance activities for King-Tisdell Cottage and Beach Institute.
Coordinating and supervising janitorial and cleaning services for King-Tisdell Cottage and Beach Institute locations.
Assisting with inventory of museum pieces and gift shop items as needed.
Administrative Duties
Field incoming calls and provide general information and support to visitors.
Mailing operations, including incoming and outgoing correspondence and communications
Draft letters and general office correspondence
Maintain office supplies and equipment
Organizing and maintaining all office records, including contracts with vendors, service providers and facility leases.
Finance Management Duties
Support the achievement of financial objectives by assisting administratively in the preparation of an annual budget; analyzing and reporting variances; promoting corrective actions
Manage office G&A budget, ensure accurate and timely reporting of related expenses
Work with book-keeper to maintain adequate procedures for day-to-day billing and payments functions ensuring that all items are invoiced and paid on time
Job Qualifications
Experience as an Office manager and/ or Administrative assistant
Excellent verbal and written communications skills with the ability to write professional correspondences
High aptitude for technology and the ability to learn new programs quickly
Proficiency in MS Office Suite (Word, Excel and Outlook, in particular)
Hands on experience with office machines (e.g. fax machines and printers)
Experience using social media, email/inbound marketing a plus, with good knowledge of social media platforms such as Facebook, Twitter, Instagram, Snapchat
Excellent time management skills and ability to multi-task and prioritize work
Excellent customer services skills and experience working with the general public
Experience with organizing, planning and managing events.
Ability to prioritize tasks in a fast-paced evolving work environment.
High School diploma; additional qualification as a Secretary will be a plus
Essential Skills and Competencies
Written and oral communication
Problem analysis and assessment
Mature judgment and problem solving
Decision making
Planning and organizing
Work and time management
Attention to detail and high level of accuracy
Information gathering and monitoring
Initiative and motivation
Integrity
Adaptability
Teamwork and collaboration
Basics:
Regular Hours: 10AM 5PM, Tuesday Saturday, Flexible - Some evenings required
Pay level: $15 per hour
Benefits: Selective paid holidays, health care insurance not provided
Vacancy expired!