Office Manager

Job Summary

The Office Manager is a friendly, outgoing, and patient individual who provides kind and excellent customer service to NDN Staff, contractors, community members, and vendors. Reporting to the IT Manager, the Office Manager will organize and coordinate logistical and administrative duties necessary for the safe, comfortable and efficient operations of the NDN Headquarters, including the meeting spaces, offices, kitchen, and lobby area. The Office Manager acts as a greeter and host to visitors, as they are usually stationed at the front desk, as this position will also be the point person for answering and responding to general phone calls, email, and faxes. They act as a host for visitors and they support administrative activities and duties at NDN Collective headquarters. The Office Manager is responsible for managing the eco-system wide and HQ Calendars. The Office Manager coordinates all intra-office communication protocols, administrative requests, supplies and inventory control, and maintenance delegation.

The Position

Primary Duties and Responsibilities

  • Provides general support to visitors and guests by handling inquiries.
  • Provides friendly and thorough customer service and assistance and helps visitors to feel valued and heard.
  • Provides front desk reception, answers phones, takes messages, and directs inquiries to proper staff.
  • Acts as a knowledgeable resource able to share information about NDN Collective and answer general questions regarding the organization, and field inquiries appropriately.
  • Manages office productivity and efficiency by leading and delegating daily clerical and administrative tasks, assignments, and responsibilities with team members; monitors project completion; provides adequate and friendly coaching and guidance as necessary
  • Manages incoming requests regarding the scheduling, organizing, and facilitation of in-house meetings, and assists with other appointments at NDN Headquarters as needed.
  • Coordinates with the IT Manager, Security Manager, and Facilities Manager to ensure NDN headquarters is safe, secure, clean, and welcoming at all times.
  • Acts as point person for HQ maintenance, mailing and shipping, procurement of supplies/equipment, and expense payments.
  • Manages contracts and price negotiations with vendors, service providers, and property owner(s), ensuring that all items are invoiced, paid on time, and that supply requisitions are reviewed and approved.
  • Coordinates the tracking of all office equipment, furniture, and ensures proper documentation of inventory.
  • Works with the IT, Security, and Facilities managers to develop, design, implement, and oversee the adherence of office policies and procedures; ensure office financial objectives are met by assisting in the creation of annual office budget; remains up-to-date on organizational news by attending internal and external meetings as necessary.
  • Participates actively in the planning and execution of organizational events.
  • Monitors and analyzes internal organization and office processes. Prepares operational reports to ensure efficiency.
  • Coordinates with PCB in employee onboarding and offboarding process as needed.
  • Handles records and disperses all incoming and outgoing mail and all other deliveries and correspondence for the organization.
  • Supports administrative activities as needed.
  • Provides broader eco-system support as needed and appropriate to NDN Collective operational functions.
  • Responsible for replenishing snacks and drinks for the office.
  • Handles logistics for upstairs business and apartment including laundry and maintenance.
  • Other duties as assigned.

Who You Are

Education and Experience

  • Bachelorā€™s Degree preferred or a minimum of 3-4 years of verifiable experience as an Office/Administrative Manager or Executive Assistant with similar duties

Knowledge and Skills

  • Advanced knowledge of office management responsibilities, systems, and procedures.
  • Excellent computer skills with proficiency in Microsoft Office and Google Suite.Ā 
  • Experience, knowledge, and proficiency in utilizing various financial software systems, inventory tracking systems, as well as the ability to create interactive forms with applications such as Jotform or Google Forms
  • Excellent written and verbal communication skills; Strong organizational, planning, and problem solving skills; and pays attention to detail
  • Strong knowledge of clerical practices and procedures including accounting, data management, and administrative management
  • Basic knowledge of human resources practices and procedures as well as business and management principles.

Personal Characteristics

  • ACTIVATOR: You are a self-reliant person and strong at making things happen by turning thoughts into actions.Ā 
  • LEARNER: You have strong learning agility and are able to rapidly understand and analyze new situations. You learn from your successes and failures and improve processes.
  • COMMUNICATOR: You are an exceptionally strong communicator who can create high-quality materials and deliver compelling messages and presentations.
  • ENTREPRENEURIAL SPIRIT: You are ambitious and creative and enjoy the process of building something from the ground up. You are excited by the opportunity to come in and have a heavy hand in shaping our development and operations.Ā 
  • SOCIALLY & EMOTIONALLY INTELLIGENT: You are able to work efficiently and respectfully with others. You understand how individuals, groups, and societies work, and you build rapport through being trustworthy and empathetic.Ā 
  • DETAIL ORIENTED: You strive for perfection and are able to move from the high level of a project to its smallest details.Ā 
  • FLEXIBLE: You thrive in a fast-paced environment and are flexible when it is necessary. You are willing to travel when needed.

This position is salaried, commensurate with experience with a salary ranging from $55,000-60,000. Benefits include medical, dental, and vision insurance, as well as a 401 (k) retirement plan, a wellness program, personal leave, and professional development.

How to Apply

Please send an email toĀ [email protected]Ā with the subject line “INSERT JOB TITLE ā€“ [YOUR NAME].” In the email, please include the following as a single PDF attachment:

  • Your resume
  • 1-page cover letter explaining your interest in NDN Collective and the position
  • A separate page with short answers to the following questions:
    • How has your experience working in Indigenous communities informed your current work and your interest in this position?
    • Give us a specific example of a time when you had to multitask several projects with competing deadlines. What processes did you use to approach the projects, and also, please explain the level of success that you feel was reached?Ā 
    • If you were offered and accepted this position, what would you be most nervous about going into this role?Ā 
    • NDN Collective conducts background checks. Is there anything that you need to share with us regarding your background?Ā 
    • Do you have personal or social connections to anyone who works at or with NDN Collective? If so, who do you know and what is your relationship/connection?
    • Have you ever been an NDN Collective grantee or applied for a grant with us?
  • In the body of the email, please include a short introduction and include your name, current address, and phone number.Ā 

As attention to detail is critical for success in this role, only applicants who follow these specific application guidelines will be considered.

Note: Please apply to one position only.

NDN Collective is committed to equal opportunity for all persons without regard to sex, age, race, color, religion, creed, national origin, marital status, disability, or sexual orientation, and any other class of individuals protected from discrimination.  It is NDN Collectiveā€™s policy to comply with all federal, state, tribal and local laws and regulations regarding equal opportunity. In keeping with that policy, NDN Collective is committed to maintaining a work environment that is free of unlawful discrimination and harassment and will not tolerate unlawful discrimination against or harassment of any of our employees or others present at our facilities by anyone, including any NDN Collective supervisor, co-worker, vendor or client.