Office Manager

Description:

Do you want to make a difference in the lives of families facing homelessness? Door of Hope is seeking a highly organized, proactive Office Manager to ensure our office runs smoothly and supports staff in delivering mission-critical work.

Reporting to the Chief Operating Officer (COO), the Office Manager is responsible for ensuring a well-functioning, organized, and proactive office environment. This role owns core office operations, basic accounting, and IT coordination and support, allowing program and leadership teams to focus on mission delivery.

Hours

- 32 hours/week (4 8-hour days/week), occasional overtime; schedule preferences will be considered, but not guaranteed as schedule will be determined based on needs of office

- 100% in-person from Pasadena, CA

Requirements:

Responsibilities

Office Manager – 70% of role

- Create a welcoming, professional, and supportive environment at Door of Hope’s main office for staff and guests (including clients, donors, and Board members)

- Primary Receptionist: manages front door operations (front door intercom and buzz-in system) prioritizing a warm welcome to guests and safety of staff; professionally respond to phone calls and emails, and processes mail and packages

- General Office Support: keep our office running smoothly by maintaining an orderly office environment, keeping office supplies in stock and storage spaces across office site well-organized, managing parking passes, and liaising with landlord regarding facilities issues

- General Troubleshooting: answer general staff and guest inquiries

Accounting Assistant – 15% of role

- Provide key support to streamline and maintain financial processes

- Accounts Payable: process accounts payables and check requests, including printing; assist with other basic bookkeeping in QuickBooks as-needed

- Employee Expense Reporting: manage employee credit card and reconciliation process, liaising with staff for follow-up and details

IT Coordinator & Staff Support – 15% of role

- Primary IT coordinator, liaising with IT Manager Service Provider (MSP) and supporting staff with device assignment and basic troubleshooting

- IT Support: respond to IT issues and requests, provide basic troubleshooting and coordinate with IT Contractor when issues need to be elevated

Qualifications

- A minimum of 2+ years in an administrative role

- Bilingual Spanish, strongly preferred

- Must be a detail-oriented, self-starter with proven organizational skills

- Must be a personable and professional communicator with strong communication skills

- Must be a technologically savvy Mac and PC user not intimidated by technology; must be fluent in Microsoft Office

- Must have a valid driver’s license and reliable transportation

- Must be able to bend, reach, and lift boxes and office supplies up to 30 lbs.

Compensation & Benefits

Expected compensation: $26-30/hour, depending on experience

Competitive benefits package including:

- Paid PTO: 12 sick days, 13 holidays, 10 vacation days (increases over tenure), 5 jury duty days, up to 5 bereavement days

- Health Insurance: we cover 100% of your premium on our Kaiser Gold HMO, Anthem Gold HMO Plans (PPO Plan is available as a buy-up option)

- We cover 50% of your dependents’ premium for our health insurance plan

- Employer contribution to employee’s dental and vision premiums

- Therapy Subsidy

- 403(b): 3% dollar-for-dollar match

Character (Do you embody Door of Hope’s four core values?)

Christ-centered, expressed through:

- Faith: We have an active and personal relationship with Jesus Christ.

- Calling: Out of a sense of calling, we go above and beyond to meet our mission.

- Character: We demonstrate the character of Christ toward colleagues and families.

Empowering, expressed through:

- Trust: We trust one another, believe in one another, and give each other the freedom to take risks. (Mistakes are learning opportunities.)

- Accountability: We nurture God-given strengths through coaching and accountability.

Holistic, expressed through:

- Whole Person: Our emotional, spiritual and personal well-being matter to one another.

- Whole Organization: We are on one team with one mission. (We don’t do silos.)

Relationship, expressed through:

- Family: We love, celebrate, and pray with one another.

- Reconciliation: We manage conflict, practice vulnerability, and pursue diversity with honesty and grace.