SUPERVISOR: VP of Operations

STATUS: Full time, exempt

WORK SITE: 6 Institute Road, Worcester

SCHEDULE: M-F 9a-5p

BASIC FUNCTION:

The Office Manager is responsible for organizing and coordinating front office administration and procedures, to ensure organizational effectiveness, efficiency, and safety. The Office Manager is responsible for task delegation, streamlining processes, and inventory control. The Office Manager supervises front office administrative staff, ensuring compassionate and responsive customer service. The Office Manager will ultimately serve as the point person to ensure administrative support for the organization is responsive and efficient.
The successful office manager is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and support-related tasks, the Office Manager must be able to work independently with limited supervision. They must be well organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people. This person will also help us achieve organizational efficiency by nurturing a positive, inclusive work environment.

Diversity is a core value at CMHA. We are passionate about building and sustaining an inclusive and equitable environment for all staff, vendors, and people served. The Office Manager will exhibit this value.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Oversee day-to-day office activities and serve as the main point of contact in front office area; Organize and oversee front office operations and procedures
• Supervise front office personnel
• Ensure the front office team is responsive and compassionate towards the public
• Work collaboratively with all members of the staff
• Assist with event planning, including reserving spaces and ordering food
• Coordinate with IT department on all office equipment for CMHA; update equipment inventory regularly
• Manage relationships with vendors, service providers, and landlords
• Answer phones and welcome community into the organization as needed
• Provide front desk coverage for lunch, and backup coverage as needed
• Monitor and order office supplies, furniture, appliances, and electronics as necessary
• Assist in the ordering and distribution of CMHA gear for staff
• Monitor the return of calls and keep management informed via regular performance reports
• Provide direct administrative support, including: scheduling appointments, meetings, and events; planning and booking travel arrangements; mailing and shipping packages; and updating contact databases and employee lists
• Manage all aspects of space/infrastructure planning (ex: moves, additions, setups and changes to workstations) and provides answers, resources, and solutions when requested
• Retrieve and sort mail
• Manage the setup for hires, including space, electronics, phones, and network needs
• Assist with technology needs of the organization (setting up equipment, basic troubleshooting)
• Other duties as assigned by VP of Operations or designee

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job and may be updated from time to time.

Qualifications:

• Bachelor's degree or equivalent; experience may be substituted for a degree
• Two or more years of experience in office management
• Three years of supervisory experience
• Bilingual Spanish/English preferred
• Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability
• Strong computer skills / knowledge of IT and technical equipment

Job Type: Full-time

Pay: $58,000.00 - $60,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person