Office Manager

Practical Farmers of Iowa•Ames, IA

16d•$59,000 - $63,000•Hybrid

About The Position

The operations department provides critical support and logistics for a growing team of more than 50 staff members at Practical Farmers of Iowa. Operations department staff carry out all organizational office, internal technology, human resources, legal and grants management functions. The office manager will play a critical role in ensuring efficient delivery of all internal office and IT services. This includes managing PFI’s two office building facilities, vehicles, reception, online retail and IT support vendors and procedures. The office manager will help PFI navigate a critical point in its growth where many of these procedures require thoughtful leadership and strong vision to adapt procedures, assets and logistics to our growing size. If you are a seasoned office professional with a knack for process improvement through teamwork and a strong commitment to customer service and user-centered design, this is the job for you!

Requirements

Experience with procurement best practices, especially at grant-funded or nonprofit organizations
Facilities management skills
Strong budgeting skills
Customer service and interpersonal communication skills
Confidence with computers and technology
Process design and implementation skills
Project management skills
Commitment to continuous improvement
Able to understand and create processes for business needs based on user feedback
Able to work with a team
Detail-oriented and organized

Nice To Haves

Soft phone operations knowledge
Knowledge of insurance policies and coverage options
Familiar with best safety practices related to facilities and vehicles
Knowledgeable about point-of-sale and inventory management systems
Familiarity with IT and cyber security best practices
Capital project planning and management skills
Fleet management experience
Confidence in supervision, people and vendor management
Experience with facility renovation and maintenance (e.g. assembling desks, building cubical walls, etc.)
Change management skills

Responsibilities

Oversee contractors, staff members and vendors who conduct office-related projects and work: Supervise office team staff
Manage and negotiate with PFI’s landlord, vendors and contractors. This includes handling cyber, building and auto insurance; equipment and IT vendors; and any building maintenance-related contractors.
Train staff members and office team on policies and procedures for: PFI’s phone systems Point-of-sale systems and online merchandise purchases
Design and implement processes to ensure consistency and efficiency of various office management tasks, including: Procuring vendors to access business discounts and meet federal grant requirements Managing and evaluating procedures for keeping track of PFI’s merchandise inventory, point-of-sale payments and merchandise sales at events PFI’s vehicle policies and procedures
Implement office-related projects and processes
Manage office capacity and budget efficiently by: Developing budgets for office- and IT-related expenses Monitoring, managing and approving office- and IT-related expenses
Manage office projects, including: Leading planning and implementation of any needed office expansions or moves Managing repairs, maintenance and office space enhancement projects
Facilitate collaboration between departments and teams to achieve office management project deliverables by: Collaborating with HR to ensure office assignments and IT needs for new hires Collaborating with the finance department to ensure accurate balancing of merchandise revenue Collaborating with communications and farmer-led education departments on merchandise needs and design

Benefits

employee health insurance with 100% employer-paid premium
generous paid time off
flexible hours
six weeks of fully paid parental leave
5% automatic 401k contribution after one year of employment
employee professional development
specialty benefits employees can use to support their wellness, sustainability and financial goals
contributions towards spouse or dependent health insurance
stipends for remote and hybrid workers
reimbursements for wellness costs, local food and CSA subscriptions, student loans or eco-friendly purchases