Office Manager

Organization

Santa Fe Habitat for Humanity promotes affordable homeownership for Santa Fe area residents by constructing simple, adequate, and energy-efficient new homes and repairing or rehabilitating existing homes through the cooperative efforts of partner families, volunteers, donors, and staff. In 1987, Santa Fe Habitat for Humanity was formed by a group of dedicated, faith-based volunteers. In the early years, we built one home per year. Our organization has grown to meet local needs, and we now build six homes yearly. In the future, we plan to double our capacity to build up to twelve homes per year.

Candidate Description

The Office Manager is responsible for the smooth and efficient operation of the office, ensuring a positive and productive work environment for all employees. This role involves managing administrative tasks, overseeing office operations, and providing support to all departments (Finance, Family Services, Construction, ReStore, Volunteer Services, Home Improvement, and the Executive Director). Must have excellent organizational and people skills, be a self-starter, and anticipate the needs of staff. Bilingual proficiency is required.

Specific Responsibilities

1. Financial Management

a. Prepare and make deposits for donations and payments received, and record information in an Excel spreadsheet.

b. Review ReStore deposits and take them to the bank.

c. Enter ReStore donor information into an Excel spreadsheet.

d. Gather timesheet information for payroll entry.

e. Obtain change as needed for the ReStore.

2. Family Services

a. Maintain and make copies of pre-application/application packets.

b. Maintain and update Family Selection files for potential homeowner families, including credit reports, screenings, tax forms, and other pertinent documents.

c. Communicate with prospective homeowners and perform initial screenings.

d. Mail pre-application/application packets to families who meet the initial criteria.

e. Note all missing documents for applications and notify applicants via phone and mail.

f. Mail letters of intent to new partner families as needed.

g. Update and maintain the Family Selection and Family Support Committee manuals.

h. Maintain and update paper and electronic files on homeowner families, including closing documents, mortgage delinquencies, and other relevant information.

i. Support Partner Families:

i. Maintain and update weekly Sweat Equity hour records (both paper and electronic files) for all partner families.

ii. Forward weekly updates of sweat equity hours to Family Support Committee members.

iii. Maintain a supply of homeowner booklets for partner families.

3. Volunteers

a. Ensure up-to-date copies of the Insurance Waiver, General Worksite Information, Map, and volunteer opportunities are available.

b. Maintain a database of all prospective volunteers.

c. Ensure 20-30 Volunteer Information Packets are available in the office.

d. Maintain and update volunteer databases on a weekly basis.

e. Maintain and update worksite insurance waiver files weekly.

f. Maintain and update sexual offender background checks annually for all new partners and key volunteers.

g. Maintain a list of partner families working on sweat equity.

h. Register and certify volunteers using community service.

i. Inform committee chairs and members as directed by the Director of Volunteer Services.

4. Office Operations

a. Ensure a clean, organized, and safe work environment.

b. Manage the office supplies inventory and place orders as necessary.

c. Coordinate the maintenance and repair of office equipment and facilities.

d. Manage office vendors and contracts.

e. Oversee and maintain office equipment and technology.

5. Administrative Support

a. Provide general administrative support to all departments and the Executive Director.

b. Provide support for visitors.

c. Serve as a point of contact for internal and external inquiries.

d. Manage and maintain office records, files, and databases.

e. Prepare and distribute correspondence, reports, and presentations.

f. Schedule meetings, appointments, and travel arrangements.

g. Handle phone calls, emails, and outgoing mail.

h. Run business errands as needed.

i. Coordinate mass mailings for newsletters, homeowner announcements, and special events several times a year.

j. Maintain subscriptions, newspapers, security systems, and door codes.

k. Maintain and update all committee manuals, Habitat International manuals, and marketing materials.

l. Maintain the organizational calendar.

m. Manage sign-out for the Board room.

n. Ensure paper and electronic filing systems are maintained and current.

o. Maintain email distribution lists for Habitat International, volunteer committees, volunteers, prospective volunteers, vendors, contractors, and homeowner families.

p. Maintain and update the Social Services Agency Directory as needed.

q. Maintain and update Habitat International documents, BAHFH administrative, legal & financial documents, marketing information, committee manuals, and monthly Board of Directors meetings on

6. Board of Directors (for the Executive Director)

a. Mail Board packets and committee information in a timely manner.

b. Handle preparations for Board meetings and Board committee meetings.

c. Attend monthly Board meetings and take meeting minutes as needed.

d. Make copies for Board meetings and Board Committees.

e. Forward necessary Habitat International information to Board members.

f. Maintain an up-to-date list of Board members and their bios.

g. Ensure minutes of Board meetings and Committee meetings are properly filed.

Qualifications and Experience

· High school diploma required; Bachelor’s degree preferred.

· Proven experience in office management, administration, or as an assistant.

· Bilingual proficiency required.

· Highly organized with strong attention to detail.

· Flexible, adaptable mindset with creative problem-solving abilities.

· Strong writing and proofreading skills.

· Proficiency in Microsoft Office Suite, including Excel, Word, etc.

· Knowledge of Microsoft Outlook email and calendar functions.

· Strong communication skills and a team-oriented attitude.

· Discretion in handling confidential information.

· Commitment to the mission of Santa Fe Habitat for Humanity.

· Liking cats is a plus (we have an office cat).

In one document, please send a cover letter and resume to info@santafehabitat.org by April 21, 2025

Salary Range: TBD based on experience.

Reports to: Executive Director

Compensation: Commensurate with experience and abilities and reflective of salary levels in nonprofit organizations. Benefits package includes holidays and paid time off, health insurance, 401k, and long and short-term disability insurance.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $20 - $25