POSITION: Office Manager
Exempt/ Full-Time
ORGANIZATIONAL SUMMARY
We’re a non-profit Land Trust that builds parks and gardens in Los Angeles. We’ve got 12 parks up and running, and we’ve got another 10 in our development pipeline. You can learn more about us here. We’ve also got a pretty chatty Facebook page.
We’re located in a heritage office building in Downtown LA, close to Staples Center, tons of restaurants, and lots of transit options. With 22 parks and gardens in our pipeline, we’re pretty busy. Change is part of our work-a-day life. Our office is a bustling and cheerful space, with an in-house team of 24+ dedicated and hardworking folks. We have monthly potlucks, a dedication to health and wellness, and we take time to laugh throughout our workday.
We are looking to bring on an energetic, professional, and creative person to fill the role of Office Manager.
POSITION PURPOSE AND SUMMARY
A support component to organizational operations and administration, the Office Manager (OM) reports to the Director of Operations. The position supports internal administrative functions of the organization by enhancing internal processes and infrastructure that will allow the organization to continue to grow and fulfill its mission. The OM assists with oversight and management of the day-to-day administrative and general office functions of the organization.
ESSENTIAL FUNCTIONS: THE ESSENTIAL FUNCTIONS OR DUTIES LISTED ARE INTENDED AS ILLUSTRATIONS OF THE VARIOUS TYPES OF WORK THAT MAY BE PERFORMED. THE OMISSION OF SPECIFIC STATEMENTS OF DUTIES DOES NOT EXCLUDE THEM FROM THE POSITION IF THE WORK IS SIMILAR, RELATED, OR A LOGICAL ASSIGNMENT TO THE POSITION.
General Office Management
Handle receptionist functions: answering and transferring phones calls, greeting visitors, managing incoming and outgoing mail and packages
Maintain office equipment and furnishings and the appearance of the office
Communicate with the building management to resolve facilities and maintenance issues
Handle office inventory and ordering of office and kitchen supplies
Provide logistical support for staff meetings, board meetings, and organizational special events
Implement office policies and procedures, and update policies as needed
Safety, earthquake, and fire monitor for office – responsible for overseeing the organization’s Injury and Illness Prevention Program (IIPP)
General office filing; purging past and inactive files, maintenance filing systems to improve general organization of records
Manage general voicemail and email inquires
Manage/organize files on organizational server
Keep copier clean/maintained, and replenish copier paper/toner
Develop and facilitate initiatives that contribute to long-term operational excellence
Maintain a clean and organized workspace; ensure the Land Trust office operates in a safe, organized, and efficient manner
Ensures that the Land Trust abides by all OSHA requirements
Assist with organizing office-wide social events, including holiday party, staff picnic, staff retreats, and board retreats
Manage onboarding of new staff members
Manage brochures, literature and articles in front of office
Maintain master organizational calendar, along with calendar for conference room use and equipment check out
Assist with making travel arrangements when necessary Assist with special events as assigned
Take minutes at board meetings and staff meetings (as needed)
Oversee Land Trust’s resource library
Reviews bi-monthly timesheets for all staff, ensuring accuracy
Manages relationship with parking vendor
Basic Financial Support
Manage petty cash
Assist with data input into accounting system and various bookkeeping and administrative tasks, including filing of financial records and communicating with staff to ensure appropriate allocation of expenses
Ensure all record keeping with regards to worker’s compensation, health and other payroll deductions are up to date and accurate
Track payroll allocations and prepare financial information for monthly reconciliations
Must have a general understanding of fund accounting
Handle accounts payable
Assist with the preparation of documents for organizational and program audits
Files all property tax, welfare exemption forms for all Land Trust properties
Ensure that all Independent Contractors information is entered into accounting system when filing 1099s
Tracks maintenance budget(s) for parks
Review staff expense forms and check for accuracy
IT Support
Work with external Information Technology (IT) support to resolve computer and network problems, manage organizational phone system, staff email accounts, photocopier requests and updates
Direct contact for photocopier requests
Procuring, setting up, and providing basic technical support for all company technology (desktops, laptops, tablets, monitors, phone units, printers, etc.)
Monthly maintenance of staff computers
Perform or oversee the regular backup of the organizational server, individual computers, and troubleshoot the functionality of all organizational technology
Supervision/Accountability
Supervision Scope: Performs highly responsible work requiring the frequent exercise of leadership, independent judgment, and initiative in planning and oversight of the administration of the organization, and in the development and delivery of services to meet staff member, organizational, and community needs.
Supervision Received: Works under the direction of the Director of Operations and consults with the Director of Operations when clarification, interpretation, or exception to organizational policies may be required.
Supervision Given: May supervise interns and volunteers as directed by the Director of Operations.
How to Apply
If this sounds like a great fit for you, write to us and tell us why. Your cover letter is the most important part of your application. Tell us about your enthusiasm for improving green space in LA, how your experience is applicable to the specific responsibilities of this job, and why you want to work for us specifically, and in this job specifically.
Interested parties should email the following in either .DOC or .PDF files (as attachments)
A cover letter that includes the above-mentioned relevant experience, as well as your salary history information, and 3-5 professional references
A resume
Beverley Keefe, Director of Operations
Applications will be accepted until June 24, 2015 at 6:00PM.
Interviews will be conducted the week of June 29, 2015.
The Los Angeles Neighborhood Land Trust is an Equal Opportunity Employer m/f/v/d.
No Phone Calls Please