Office Manager, Arlington HQ

Title: Office ManagerDepartment: HRReports to: Head of BenefitsStatus: Non-ExemptLocation: Arlington Administration BuildingSUMMARYThe Office Manager will be responsible for directing and coordinating office services and related agency-wide activities, including developing and coordinating procedures to maximize the utilization of office equipment and supplies. In addition, the Office Manager will provide confidential support, both administrative and operational, to the executive team as requested.ESSENTIAL DUTIES & RESPONSIBILITIES Provide direct support to the executive management team, including creation of memos, reports, policy and procedures, and other confidential materials Manage the front desk, providing primary, full time coverage of the front desk on occasion. May need to manage 2nd position at 16th street as well in coming months. Back up the Executive Asst. position as needed for meeting and other facilitations. Prepare confidential materials for meetings; accurately record, organize, and distribute Board materials and correspondence Manage the HQ calendar, meetings, travel, and appointments phone calls and messages, including prioritizing and redirecting as needed Keep HQ and other buildings on the property fully stocked with supplies needed for general use, including snacks and beverages as needed for events and meetings. Inform proper departments of concerns and issues. Manage space planning, parking assignments, office sharing, schedules of remote work etc. Assisting IT, Finance, Contracts, and other departments as assigned with Invoice prep, scanning, filing, mailing. Assist with events, prep, planning when required for Arlington, 16th street or other event as assigned. Coordinate and execute personally, the pick-up of mail from 16th street and other locations as needed. Assist with property management issues of leased spaces and concerns (usually within the Contracting Department) as needed. File, scan and track building documents, building compliance logs, contracts, and complete assigned tasks for HR/Benefits as requested With the employee engagement, learning or DEI dept., assist in planning and coordination of special projects, presentations, dissemination of information, and company-wide events. Travel may be required to events and sites as position develops. Upkeep 16th street Bea’s Room, and other meeting rooms and keep calendar/planning for those spaces. Review open offices on occasion, parking, cleanliness, and usage. Facilitate aspects of NEO or other training when needed. Other duties as neededQUALIFICATIONSHigh school diploma or equivalent; BA preferred Minimum two years’ related experience in office or administrative managementDetail oriented with good time management, organizational, written, verbal, and interpersonal skillsAble to maintain a high level confidentialityAble to handle sensitive and confidential situations with poise, tact, and diplomacyProficient in Microsoft Word, Outlook, Excel, and PowerPoint applicationsAble to learn quickly and work effectively with individuals at all levels of the organizationAble to set priorities, meet deadlines, and juggle multiple competing tasks and demandsCurrent, valid California Driver’s with an acceptable driving record and reliable vehicle (needed due to various pick ups, drop offs and movement through a given week)WORK ENVIRONMENT Office typically 5 days a week (will need to travel). Indoor office environment usually. On occasion walk or drive to different local sites (3-40 miles radius on occasion) Regularly required to sit, stand, bend and occasionally lift or carry up to 35 pounds Will necessitate working in busy and loud environments, and box-filled, quiet environments at times. Will be exposed to elements like cold, heat, dust, noise and odor May need to bend, stoop, twist, and sit throughout the dayRESPONSIBILITIES COMMON TO ALL AGENCY EMPLOYEESMaintain a safe work environment and confidentiality at all timesBe proactive, creative, and flexible in determining, evaluating, researching, and resolving issues Organize and prioritize multiple activities to meet all external and internal deadlines Maintain professional demeanor that reflects positively on the agencyDemonstrate respect and courtesy toward others Able to thrive in a work environment emphasizing teamwork and collaboration Respond in a timely manner in all aspects of communication Work with minimum supervisionPerform other duties as assignedEqual Opportunity EmployerThe People Concern is an equal opportunity employer dedicated to non-discrimination in employment. We select the most qualified individual for the job based on job-related qualifications regardless of race, color, age, sex, religion, national origin, disability, ancestry, marital status, credit history, sexual orientation, arrest and court record, genetic information, veteran status or any other status protected by federal, state or other applicable laws.  About The People ConcernThe People Concern empowers the most vulnerable among us to rebuild their lives. One of Los Angeles County’s largest social services agencies, The People Concern was formed in 2016 in a merger of two trusted social service organizations based in Los Angeles County, OPCC and Lamp Community. Informed by more than fifty-eight years of work in the community, The People Concern is a leading provider of, and advocate for, evidence-based solutions to the multi-faceted challenges inherent in homelessness and domestic violence.With compassion and profound respect for those we serve, we provide a fully integrated system of care – including outreach, interim housing, mental and medical health care, substance abuse services, domestic violence services, life skills & wellness programs, and permanent supportive housing – tailored to the unique needs of homeless individuals, survivors of domestic violence, challenged youth, and others who have nowhere else to turn.The People Concern’s model of integrated and comprehensive care empowers our participants to navigate the multi-faceted obstacles in their lives, become their best selves, and ultimately, connect with and contribute to their communities.Benefits & PerksMedical Insurance Vision Insurance Dental Insurance Retirement Planning (403b) & Matching Paid Holidays Paid Vacation Days Paid Sick Days Employee Assistance Plans (EAP) TELUS Health Flexible Spending Account (FSA) Basic Life / Accidental Death & Dismemberment (AD&D) Voluntary Short- and Long-Term Disability Voluntary Pet Insurance Discounts on Hotels, Theme Parks, Concerts, Movies, Restaurants & More The People Concern University & Certificates Corporate Discounts ____________________________________ _______________________________________Printed Name Signature____________________________________DateEXPECTED BEHAVIORS OF ALL STAFFAct as a role modelDemonstrate a sense of responsibilityContinuously learn and improve Acknowledge your own areas of improvementHear and provide honest, specific and direct feedbackCreate an environment where everyone is welcomed valued and respected CollaborateEqual Opportunity Employer The People Concern is an equal opportunity employer dedicated to non-discrimination in employment. We select the most qualified individual for the job based on job-related qualifications regardless of race, color, age, sex, religion, national origin, disability, ancestry, marital status, credit history, sexual orientation, arrest and court record, genetic information, veteran status or any other status protected by federal, state or other applicable laws.  About The People Concern The People Concern empowers the most vulnerable among us to rebuild their lives. One of Los Angeles County’s largest social services agencies, The People Concern was formed in 2016 in a merger of two trusted social service organizations based in Los Angeles County, OPCC and Lamp Community. Informed by more than fifty-eight years of work in the community, The People Concern is a leading provider of, and advocate for, evidence-based solutions to the multi-faceted challenges inherent in homelessness and domestic violence.With compassion and profound respect for those we serve, we provide a fully integrated system of care – including outreach, interim housing, mental and medical health care, substance abuse services, domestic violence services, life skills & wellness programs, and permanent supportive housing – tailored to the unique needs of homeless individuals, survivors of domestic violence, challenged youth, and others who have nowhere else to turn.The People Concern’s model of integrated and comprehensive care empowers our participants to navigate the multi-faceted obstacles in their lives, become their best selves, and ultimately, connect with and contribute to their communities.Benefits & Perks Medical Insurance Vision Insurance Dental Insurance Retirement Planning (403b) & Matching Paid Holidays Paid Vacation Days Paid Sick Days Employee Assistance Plans (EAP) TELUS Health Flexible Spending Account (FSA) Basic Life / Accidental Death & Dismemberment (AD&D) Voluntary Short- and Long-Term Disability Voluntary Pet Insurance Corporate Discounts: Discounts on Hotels, Theme Parks, Concerts, Movies, Restaurants & More The People Concern University & Certificates