Manager - Administrative Office

Description

Job Purpose: The Administrative Office Manager is responsible for overseeing the day-to-day administrative operations and centralized office systems across the organization. This position ensures efficient coordination of office supply ordering, mail/package distribution, and maintenance of shared workspaces such as the copy room.
Essential Job Functions: (Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.)

• Oversees centralized office operations including supply ordering, inventory management, mail/package distribution, copy room maintenance, and vendor coordination.
• Manages reception/front desk operations, including greeting visitors, answering main phone lines, and overseeing reception staff schedules.
• Coordinates office access, security protocols, and facility-related needs in partnership with property management and security vendors.
• Supports onboarding logistics for new hires by coordinating workspace setup, office supplies, and technology needs in collaboration with HR and IT.
• Maintains organized document management systems (both digital and physical), ensuring compliance with agency policies, safety, accessibility, and emergency procedures.
• Tracks administrative budgets, monitor expenses, and prepare reports related to office operations, supplies, and vendor contracts.
• Provides administrative support for internal events, cross-departmental requests, and other duties as assigned to ensure smooth daily operations.
• Other duties as assigned

Supervisory Responsibilities:

• Performs human resources responsibilities for employees which includes onboarding, training, coaching on performance, completes performance reviews and overall employee morale. Recommends hiring, terminations, compensation changes, promotions, corrective action decisions and terminations. Reviews and approves accurate report of time.
• Responsible for ensuring that personal actions, and actions of employees supervised, comply with the policies, regulations, and laws applicable to the program funders, contracts, and CFI business.

Qualifications

Required Education, Experience, Certifications, Licensure and Credentials: (Where appropriate, education and/or experience may be substituted)
Minimum Required Education: High school diploma or equivalent required; associate degree or higher preferred.
Minimum Required Experience: 2+ years of experience in office management, administrative coordination, or related roles.
Travel Type: Less than 10%
Knowledge, Skills, & Abilities:

• Must be familiar with Microsoft Office, such as Word, Excel, Outlook, and Teams.
• Must have basic knowledge of office equipment including printers, scanners, and fax machines.
• Effectively communicates and develops good working relationships with co-workers.
• This position must be able to effectively communicate complex ideas and instructions to a variety of people from different backgrounds both in writing and verbally.
• Must maintain a professional workplace appearance and conduct, friendliness and courtesy to consumers, coworkers and vendors.

Physical Requirements, Visual Acuity, and Work Conditions:
Physical Requirements: On occasion, must be able to push/pull/lift/move objects weighing at least 50 pounds. This role will require occasional periods of sitting for completion of desk work including answering phone calls, responding to emails and ordering supplies manually and electronically. This position requires engagement in some physical tasks that may require repetitive movements, crouching, and bending.
Visual Acuity: The worker is required to have close visual acuity to perform an activity such as preparing data and figures; transcribing; viewing a computer terminal.
Working Conditions: This position involves working mostly in a professional office environment and is not substantially exposed to adverse environmental conditions. The work environment is climate-controlled and well-lit.