Job Listings

Office Manager

A Houston non-profit is seeking an ambitious Office Manager to oversee all daily operations. This is a dynamic role that has a variety of tasks that include administrative support to the team, HR driven responsibilities, and finance related duties.

Administrative & Executive Support | Communications | Human Resources-

  • Maintain office efficiency by implementing established office systems
  • Manage building and grounds maintenance, repairs, and cleanliness including liaising with facility landlord, cleaning staff, and contractors
  • Collect weekly staff reports, compile and disseminate
  • Generate Staff meeting agenda’s and follow-up reminders to team
  • Maintain corporate board book and governance communications
  • Review miscellaneous reports and documents; prepare background documents
  • Maintain up to date databases for master mailing lists, media lists, electronic mailing lists and others; ensuring cross platform consistency and updates
  • Manage 2 annual mail campaigns
  • Manage production, delivery, inventory and storage printed materials, press kits, and collateral
  • Oversee new employee and intern onboarding
  • Support development and integration of Salesforce database and data entry
  • Oversee and supervise office volunteers
  • Execute website updates and troubleshoot tech problems with IT support
  • Support fundraising events with database management, mailings; management of guests, vendors, expenses, ticket sales, collections; and volunteer coordination
  • Participate in board and committee meetings to maintain minutes, document decisions and track follow-up
  • Manage foundation calendars for meetings and events
  • Establish effective communication and engagement efforts with Executive Board of Directors, Community Advisory Board, and Committee members to include meetings, data collection, invoicing, acknowledgements, thank you cards, collections
  • Gather input, and develop draft Presidents report in a timely manner as scheduled
  • Oversee meeting planning, preparation, scheduling, RSVPs, agendas, collateral, distribution, and minutes

Finance-

  • Record donations, ticket sales, and program fees
  • Develop and support departmental budget
  • Manage invoices and workflow process for purchases
  • Support data entry and tracking of revenue
  • Process invoices and staff expense reports for approval and payment
  • Record incoming checks and cash, manage petty cash, and monitor Paypal payments
  • Manage timely and correct processing of donor pledge reminders and invoices
  • Print and distribute invoices and checks generated by accountant

Degree is not mandatory, but prior office experience is required. You must possess exceptional writing skills and strong technical skills to work with Microsoft Office, Salesforce, Quickbooks, Dropbox, Adobe, and other programs.