Office Manager

Colorado Trust•Denver, PA

13d•$38 - $44•Hybrid

About The Position

The office manager provides administrative and operational support to the vice president & chief financial officer and the Finance & Operations (F&O) Department. The office manager coordinates department meetings and events, provides support for budget and expense reports, and leads the planning for staff retreats. The office manager oversees office safety and maintenance, and relationships with third-party vendors as needed. This role manages the day-to-day upkeep of the kitchen and meeting rooms, including cleaning, stocking and general supply ordering. This role blends executive-level support with hands-on facilities management. The Colorado Trust currently follows a hybrid in-office work schedule. Employees residing within 60 miles of our offices are expected to work on-site a minimum of three days per week, and remotely for the remainder. For those living beyond the 60-mile radius, in-office expectations will be assessed individually based on role and circumstances.

Requirements

High school diploma or equivalent required; associate or bachelor’s degree in business administration, office management or a related field preferred. An equivalent combination of education, training, military service and/or professional experience will be considered in lieu of a degree.
Minimum of three years of experience in office management, administrative support, executive assistance or facilities coordination.
Demonstrated experience managing budgets, invoices, and vendor or contractor relationships
Experience providing high-level administrative or executive-level support to leadership, teams or departments
Strong organizational skills and exceptional attention to detail, with the ability to manage multiple priorities and deadlines in a fast-paced environment
Excellent verbal and written communication skills, with the ability to interact professionally with staff, grantees, vendors and external partners
Ability to exercise sound judgment, discretion and problem-solving skills while working independently
Ability to maintain confidentiality when handling sensitive information
Ability to occasionally lift and move office supplies, equipment, or furniture (up to 30 lbs.)
Proficiency with current and emerging technology, including Microsoft applications (e.g., Word, Excel, Teams, PowerPoint, SharePoint), Concur, the internet, mobile devices, and a willingness to follow organizational policies and team norms for remote communication platforms (e.g., Zoom), data management and project management
Ability to travel by car and plane (local, in-state and out-of-state) for occasional required work-related trips (may include overnight trips)
Ability to work from The Colorado Trust’s office as required (currently, employees residing within 60 miles of our offices are expected to work on-site a minimum of three days per week and as needed for meetings and events).
Passion for and commitment to The Colorado Trust’s mission and vision
Ability to communicate effectively and respectfully with people of diverse backgrounds, especially across race, ethnicity, gender and class
Ability to communicate effectively with colleagues, grantees, partners and other stakeholders
Highly organized and able to coordinate and complete multiple, simultaneous assignments across different teams
Ongoing commitment to improving skills and knowledge acquisition
Action-oriented, self-starter who can work well independently and in teams
Ability to effectively manage time and meet deadlines.

Nice To Haves

associate or bachelor’s degree in business administration, office management or a related field preferred

Responsibilities

Administer and propose updates to facilities policies and procedures to ensure a safe and productive working environment
Oversee office safety and security, including floor warden duties (training provided), first aid supply maintenance, vendor coordination, and administration of safety protocols in coordination with human resources, ensuring compliance with building security protocols
Coordinate and communicate with staff, building ownership and third-party vendors/contractors for maintenance requests, employee needs and issue resolution
Manage contracts and invoices for services related to building, parking and first aid
Manage office parking and logistics, including access, validations, vehicle changes and coordinating with parking management on related needs
Support staff with any non-IT-related workstation modifications
Send, collect and distribute mail/packages 1-2 times per week at the office
Order, maintain and stock appropriate supplies for general office use, meeting rooms, workrooms, bathrooms and kitchen
Provide light tidying in the kitchen in mornings and evenings when at the office (includes emptying and filling the dishwasher, wiping down countertops and microwaves, assisting with periodic refrigerator clear-outs)
Oversee and assist all departments with audio/video functionalities in office meeting rooms, including meetings, event preparation and troubleshooting, involving the senior IT manager as needed
Manage onsite community events in coordination with department executive assistants
Carry out other duties as assigned.
Coordinate, schedule and organize F&O Department meetings with the vice president & chief financial officer; this includes logistical support for meeting space, catering, supplies, note-taking and more
Coordinate with the vice president & chief financial officer on planning engaging offsite F&O Department retreats, team-building initiatives, site visits, and volunteer activities to strengthen departmental cohesion and community connection
Chair the All-Staff Retreat Committee, including coordinating meetings, events and activities; maintain the annual all-staff retreat budget
Serve on the Health and Wellness Committee, supporting vendor management and all-staff volunteer day coordination
Provide budget and invoice support for the F&O Department and human resources
Provide administrative support (e.g., expense reports, travel and calendar management) for the vice president & chief financial officer
Develop and maintain strong working relationships with internal teams, grantees, vendors and external partners, serving as a key liaison for the F&O Department and representing the organization with professionalism and discretion.