Office Manager

CommonBond Communities•Saint Paul, MN

8h•Hybrid

About The Position

To increase business efficiency, enhance productivity, and contribute to the overall success of the organization, the Office Management and Administration (OMA) team manages the daily operations and procedures of the CBC office, handles all correspondence, maintains records and files, arranges meetings and events, and serves as the face of the organization and customer-service liaison for both visitors and internal staff. The Office Manager leads the office team to support the smooth and productive functioning of the organization.

Requirements

Associate’s degree in office administration or related field.
At least three years in a leadership role and at least five years of office administration experience.
Notary Public certification required or ability to obtain within 30 days of hire.
Customer-focused mindset with a commitment to fostering a professional and welcoming atmosphere.
Strong organizational, relationship-building, and verbal and written communication skills.
Excellent time management skills with a proven ability to meet deadlines.
Strong supervisory and leadership skills.
Ability to prioritize tasks and to delegate when appropriate.
Basic understanding of how to operate standard business equipment.
Proficient with Microsoft Office Suite or related software.

Nice To Haves

Bachelor’s degree in office administration or related field.
Ability to successfully manage multiple projects.
Not-for-profit experience.

Responsibilities

Represent the organization in a manner that is consistent with its values and culture both internally and externally, demonstrating integrity, professionalism, and discretion in all interactions and communications.
Plan and coordinate office operations and procedures, establish workflows, systems, and protocols to optimize efficiency, productivity, organization, and ensure a professional and consistent presence in the office.
Supervise administrative staff, providing guidance, prioritization, and support to ensure coordinated, efficient, and effective performance.
Assign and supervise department specific administrative support between Executive Administrative Assistant and Administrative Assistants.
Prepare, manage and communicate the Organization’s calendar. Communicate office closure and holiday schedule.
Manage office operations and procedures, handle incoming and outgoing phone calls, emails, and other correspondence, and maintain records and files (digital, physical), including critical lists with property and legislative districts details.
Manage office facilities and equipment, overseeing maintenance, repairs, and procurement of supplies, furniture, and facilities-related services to support daily operations and employee needs.
Coordinate office security measures, including access control/badges, surveillance systems, and emergency preparedness plans, to safeguard personnel, assets, and facilities.
Arrange, source, and coordinate location and hospitality for organizational events, board and committee meetings, and other external stakeholder meetings, manage the set-up, and clean up with OMA team.
Serve as a point of contact for internal and external stakeholders, including clients, vendors, and visitors, addressing inquiries, resolving issues, and aiding as needed.
Implement and enforce office policies, procedures, and standards, ensuring compliance with regulatory requirements, health and safety guidelines, and company protocols.
Manage office budgets and expenses, tracking expenditure, reconciling accounts, and preparing financial reports and forecasts to support financial planning and decision-making.
Manage the contract and relationship with the Neighborhood House.
General cleaning and maintenance outside of janitorial contract.