Office Manager

Vista Del Mar•Los Angeles, CA

12d

About The Position

The Office Manager serves as the operational hub of Vista Village, overseeing daily business and administrative operations while supporting organizational leadership in achieving strategic and programmatic goals. The position manages office administration, facilities coordination, vendor relationships, purchasing, human resources support, and agency-wide initiatives. It partners with the Vice President and collaborates with program leadership, corporate departments, and community partners to promote operational excellence, regulatory compliance, and strong internal customer service in a fast-paced behavioral health environment. The role also provides executive and administrative support, coordinates projects and events, maintains records and proposal documentation, supports employee engagement, and contributes to process improvement. It directly supervises the Administrator Coordinator and serves as a second supervisor to the Operations Specialist, while coordinating administrative support and cross-departmental operational activities. The position is primarily office-based in a behavioral health setting and involves regular interaction with staff, clients, vendors, community partners, and executive leadership. Occasional evening and weekend work may be required. The listed salary range is $70,304–$72,800.

Requirements

Bachelor’s degree required.
At least five years of experience in a high-level administrative support role is preferred.
Demonstrated ability to administer a heavy and diversified workload in a fast-paced office.
Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
California driver’s license in good standing.
Bilingual in English and Spanish.
Ability to interact with community leadership and personnel at all levels.
Excellent interpersonal skills; flexible and collaborative.
Excellent verbal and communication skills.
Ability to work independently, with attention to detail and strong organizational skills.
Commitment to Vista Village and Vista Del Mar’s mission and to working with staff, childcare providers, and families.

Nice To Haves

Master’s degree preferred.
Supervisory experience desirable but not required.
Minimum five years of high-level administrative support experience preferred.

Responsibilities

Manage the Vice President’s calendar, priorities, scheduling, and administrative workflow.
Serve as the primary administrative liaison between Vista Village leadership, Vista Del Mar departments, and external stakeholders.
Compose, edit, and distribute professional correspondence, reports, presentations, and executive communications.
Coordinate leadership meetings, including agendas, logistics, minutes, and action-item follow-up.
Maintain organizational records, department files, and operational documentation accurately and confidentially.
Oversee daily Vista Village office operations and administrative functions, ensuring efficient workflow and customer service.
Develop, implement, and improve office procedures and operational systems.
Manage office inventory, equipment, supplies, and product distribution, using cost-effective purchasing practices.
Prepare, process, and monitor purchase orders in accordance with procurement policies and budget guidelines.
Coordinate operational needs with executive and corporate departments for agency-wide initiatives and seasonal activities.
Oversee facilities operations to maintain a safe, functional, and welcoming environment.
Manage vendor relationships, negotiate services when appropriate, monitor contract performance, and coordinate maintenance and operational services.
Identify operational issues and facilitate timely resolutions with internal departments and external vendors.
Coordinate employee recognition and engagement initiatives.
Support managers with administrative aspects of personnel processes while maintaining confidentiality and compliance with agency policies.
Coordinate administrative components of RFPs, grants, and contract submissions, including document preparation, formatting, tracking, and submission.
Maintain organized grant and proposal documentation for compliance and future funding opportunities.
Coordinate meetings, trainings, and special events, including logistics, budgeting, vendor coordination, and execution.
Keep organizational memberships, certifications, and affiliations current and facilitate participation in professional organizations and community partnerships.
Build collaborative relationships with staff, leadership, agency departments, community organizations, and external partners.
Represent the Vice President professionally in internal and external interactions, exercising judgment and discretion.
Promote a collaborative, respectful, and solution-oriented workplace culture.
Assist in resolving operational concerns and interpersonal conflicts through communication and problem-solving.
Prioritize work independently, make operational decisions within scope, and identify process improvements.
Support organizational initiatives and perform other duties as assigned.
Directly supervise the Administrator Coordinator and serve as a second supervisor to the Operations Specialist, providing direction, performance oversight, and support.
Guide and coordinate administrative support functions and cross-departmental operational activities.