Office Manager



Office and Operations Manager Job Description

Job Title

Office and Operations Manager

Department

Operations

Reporting Relationships

Reports to : Director of Operations

Supervises:

 N/A

Role Purpose

This position will manage the front desk clerical duties in service of the community; answering calls, managing and responding to regular and electronic mail, triaging all community service requests either remotely or in person, coordinating and providing partner and tenant services, and maintaining the office space and equipment of the front desk.

 

KEY ACCOUNTABILITIES & ACTIVITIES

Key Accountabilities

Key Activities

First contact

·         Welcomes visitors courteously by greeting them in person or on the telephone; answering or referring inquiries including general information about the ISBCC and its current and future activities, events, and services; connecting them to appropriate employees, tenants, and partners.

·         Interfaces with community members (in person, email & calls) to provide an excellent experience in all services (information requests, space rentals, parking permits, tour requests).

·         Maintains and distributes efficiently informational booklets to visitors and records first time visitors contact information when provided.

·         Maintains and beautifies the entrance area, signage, building directory and ensures entrance screen(s) messages are correctly and timely updated.

Clerical Tasks

·         Supports events organization including sending invitation emails, correspondences and arranging vendor’s deliveries/actual mail.

·         Maintains and replenishes office supplies for ISBCC staff and organizes ISBCC office area.

·         Receives, sorts, and distributes incoming mail and coordinates mail pick-up and delivery.

Operations

·         Manages space rental, tour, parking, and various counseling appointment requests; coordinating with facilities, volunteers, accounting, security, and health services teams.

·         Manages and maintains ISB’s events calendar.

·         Ensures timely and accurate customer service.

·         Handles complaints and troubleshoots emergencies.

·         Ensures policies, procedures, and security requirements are followed.

·         Coordinates with office, facilities, and security staff guards.

·         Leads volunteers in operations-related activities.

Tenant & Partner Services

·         Directs visitors to services offered by ISBCC’s tenants or other partners (e.g. financial aid, food, health and hygiene supplies).

·         Receives and processes tenants’ and partners’ requests.

·         Coordinates between tenants, partners, and ISB staff.

QUALIFICATIONS/REQUIREMENTS

Necessary knowledge, skills and experience

·         Strong verbal communication, listening and empathy skills

·         Ability to remain calm, courteous, organized and professional under pressure

·         Strong customer service experience

·         Attention to detail and problem solving skills

·         Microsoft Office and G-Suite skills with ability to provide frequent word and excel reporting

·         Hands on experience with telephone, office equipment, and computer skills

·         Excellent collaboration Skills

·         Proficiency in English (oral and written). Ability to speak additional languages (e. g. Somali, Arabic, Hindi, Urdu, Spanish) will be preferred but not required

Education and certification requirements

·         High School diploma. Additional certification is a plus.

WORKING CONDITIONS

Working Environment

This job operates in a religious community environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and similar duties.

Work Timings

This is a full-time position. Hours are 9 AM – 5 PM from Mon – Fri. Saturdays and Sundays are off.

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