Administration Manager

Position Summary:

The Administration Manager runs the day-to-day office and administrative services of the Community Food Bank of Southern Arizona (CFB) and leads the Administration Team's two coordinators. The position is accountable for office operations, the front-desk experience, administrative supplies and vendors, meeting and event logistics delivered by the Administration Team, and administrative records, and serves as the organization's operational point of contact for office-related needs.  

Key Responsibilities: 

Team Supervision and Development 

• Supervise, coach, and lead the Administrative Coordinator I and Administrative Coordinator II, including scheduling, work assignment, workload prioritization, performance expectations, ongoing feedback, and annual performance reviews in coordination with Human Resources. 

• Set front-office coverage by designating primary and relief coverage for daily lunch breaks, training, and absences so reception stays staffed during business hours; step in to cover when needed and escalate unresolved coverage gaps to the Chief of Staff. 

• Work at the front desk at least 6 hours per month, shadowing each coordinator, to stay close to daily front-office operations and to coach and train the team effectively. 

• Onboard and train coordinator staff on office procedures and service standards; identify development needs, coordinate cross-training, and maintain backup plans and written procedures for critical administrative functions to ensure continuity of service during absences, turnover, and periods of increased workload. 

• Address routine performance and coverage issues directly; escalate employee-relations matters to the Chief of Staff and Human Resources. 

• Lead Administration Team meetings, including agendas, updates, and follow-up on assigned work. 

• Keep Administration Team members and close partners, including the Executive Assistant, informed of current work so anyone on the team can step in when needed. 

Office Operations 

• Direct day-to-day office operations, including mail services, breakroom and shared-space readiness, and the condition of conference rooms, copy rooms, and common areas. 

• Set the standard for the front-desk experience and the procedures that support it, while the Administrative Coordinators staff the desk day to day. This includes lobby cleanliness and decor, two-way radios, and building directories. Review and improve front-desk processes with coordinator input. 

• Keep information at the front desk current and accurate by removing outdated flyers and materials and confirming content with the responsible departments. 

• Serve as the internal point of contact for office-related requests and concerns, resolving routine matters and routing others to the appropriate owner. 

• Oversee the office side of onboarding and offboarding, with coordinator support: prepare workspaces for new hires, and clear and ready vacated offices before an employee's last day. Coordinate office moves and workstation assignments with Human Resources, Information Technology, and Facilities. 

• Monitor the quality and consistency of office-related services, follow through on issues to resolution, identify recurring service concerns, and implement improvements or escalate unresolved issues as appropriate. 

• Organize and maintain the Administration storage space, keeping it neat, organized, and stocked. 

• Manage inventory, tracking, and ordering of office and administrative supplies, and lead the annual office supply order. Assign Board meeting snack and beverage ordering to the Administrative Coordinator II as part of meeting logistics. 

• Run office errands, including supply runs to other CFB locations, post office trips, purchase pickups, and returns. 

• Coordinate coffee and kitchen supply orders, table, chair, and linen rentals, with the Facilities Custodian. 

• Support the Director of Administration & Capital Projects with office space planning, including updating organizational office maps. 

• Coordinate fire drill logistics for the Country Club Road location with Facilities and designated safety leads, including attendance records and assigned administrative support; coordinate other office-related emergency preparedness and access procedures as appropriate. 

• Manage the process for the locked records storage cage on the mezzanine, where select departments keep boxed records: coordinate department access for audits and retrievals and arrange secure destruction of boxes past their retention date. The Administration Coordinator II handles day-to-day access and escorts, with the Manager as backup. 

Vendor and Budget Management 

• Manage day-to-day relationships with administrative vendors that affect the office and front desk, including office supply, coffee service, and catering vendors: set service expectations, monitor performance, coordinate renewals, and maintain supporting documentation.  

• Manage day-to-day front desk spending within approved limits and track expenditures against the office operations budget, reporting variances to the Chief of Staff. 

• Initiate purchases and process invoices in accordance with organizational purchasing requirements, including assigning departmental coding for office supply and online orders. 

Administrative Systems and Records 

• Implement and maintain administrative procedures, workflows, and service standards established for the department; recommend improvements based on recurring issues. 

• Maintain administrative records, including vendor files, service agreements, and administrative documentation, in accordance with retention and confidentiality requirements. 

• Prepare and maintain minutes and records for operational and standing committees assigned, ensuring accuracy and timely distribution. 

• Develop and maintain administrative tools such as trackers, forms, and shared documentation. 

• Lead the redesign of the Administration SharePoint hub and manage its ongoing updates. 

Meetings, Events, and Communications 

• Oversee the logistics the Administration Team provides for internal meetings, leadership activities, and organization-wide events, delegating to coordinators as appropriate. This includes setup for admin meetings and submitting facilities and IT requests for Board & other admin-managed meetings. 

• Lead logistics for external events hosted at CFB facilities, including setup, technology, signage, and guest direction. 

• Plan and run the annual Board and staff BBQ, delegating tasks to coordinators as appropriate. 

• Manage logistics for Board orientation in partnership with the Chief of Staff, who leads content and Board engagement. 

• Draft and distribute organization-wide administrative communications, including office announcements, procedural updates, and building or service notices. 

• Coordinate guest and visitor arrangements for external partners and community stakeholders in partnership with front desk staff. 

Board Support 

• Serve as trained backup to the Chief of Staff for Board portal (Onboard) administration and Board and committee logistics. Assign this work to the Administrative Coordinator II within approved access permissions, and track completion against priorities set with the Chief of Staff, who retains direction of Board governance and Board information. 

• Write and maintain step-by-step procedures (SOPs) for Board portal management and Board logistics. 

• Manage the Board and committee materials calendar so materials are posted to the Board portal one week before each meeting: set submission deadlines with staff liaisons and assign submission tracking and posting to the Administrative Coordinator II. 

Other Duties  

• Participate in organization-wide meetings and contribute to continuous improvement of administrative services.  

• Maintain appropriate confidentiality and exercise sound judgment with organizational, staff, visitor, and donor information. 

• Perform other duties as assigned. 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the staff member for this job. Duties, responsibilities, and activities may change at any time with or without notice.  

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.  

Qualifications: 

Minimum Qualifications 

• High school diploma or equivalent. 

• Four (4) years of experience in office management, administrative operations, or a closely related field. 

• Two (2) years of supervisory experience, including work assignment, performance feedback, and staff development. 

• Experience managing vendor relationships and tracking budgets or expenditures. 

• Experience preparing meeting minutes or comparable formal records. 

• Proficiency in Microsoft Office Suite and Microsoft 365. 

• Valid Arizona Driver’s License with a clean driving record; ability to travel to CFB locations.  

Preferred Qualifications  

• Bachelor’s degree in business administration or related field. 

• Experience working or volunteering at a nonprofit and/or food bank. 

• Experience supporting a Board of Directors or using a Board portal platform 

• Bilingual English/Spanish.  

Salary : $50,995 - $73,942