Office Manager

Armed Services YMCA of The U S A•Marine Corps Base Camp Pendleton, CA

37d•$17 - $20•Onsite

About The Position

Are you ready to lead in a dynamic and collaborative environment? We’re seeking a proactive, detail-oriented Office Manager to join our team and help keep our operations running smoothly. As our Office Manager, you’ll be the central hub of our daily operations—ensuring efficiency, organization, and a positive experience for everyone who interacts with our office. Your role is more than administrative; it’s about creating a foundation for success and being the heartbeat of our organization.

Requirements

Minimum age of 18 and at least one year of experience supporting executives or administrators.
Strong verbal, written, and interpersonal communication skills.
Analytical thinking and problem-solving abilities.
Excellent organizational and time management skills.
Integrity, discretion, and a professional approach in all tasks.
Ability to work independently while thriving in a collaborative team environment.
Familiarity with donor and program management software (or willingness to learn).
Proficiency in standard business software applications.

Responsibilities

Manage incoming and outgoing mail with accuracy and timeliness.
Maintain records of incoming donations and prepare deposit packets for our Executive Director/Business Manager.
Create donor acknowledgment letters and maintain donor/member management systems.
Master donor and member management software adeptly.
Attend and accurately document board and committee meetings, creating meeting minutes. Assist the board in various tasks, from producing solicitation letters to updating board profiles.
Assist in collecting financial documents and keep things in order, from donation receipts to monthly reports.
Oversee office supplies, equipment maintenance, and vehicle upkeep.
Support brand visibility and engagement by managing the organization's web and social media presence. Respond to online inquiries and monitor community interactions.
Greet visitors, answer calls, and provide information with a touch of professionalism.
Conduct monthly facility inspections to ensure a clean and functional environment.
Support our Executive Director and Director of Donor Relations in sending outreach correspondence to donors.
Aid our Director of Services and Director of Programs in distributing financial assistance vouchers, quilts, giveaways to program members.
Safeguard sensitive information, maintaining the confidentiality of personnel records and company data.