We are looking for an Office manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

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Office manager responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our staff. Skillset should include experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

 

Ultimately, you should be able to ensure the smooth running of the office and help to improve church procedures and day-to-day operation.

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HOURS

8am-4pm Mon- Thurs

9am-12pm Fri

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Office Manager Job Duties:

• Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.

• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

• Completes operational requirements by scheduling for pastoral staff; following up on work results.

• Keeps pastoral staff informed by reviewing and analyzing special reports; summarizing information; identifying trends.

• Working alongside the financial team and communicating financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.

• Contributes to team effort by accomplishing related results as needed.

• Communication Skills: You will be collaborating with co-workers, pastoral staff, direct reports and the congregation. You will need to be able to listen and communicate effectively.

• Attention to Detail: Communicating proper dates and church events, making sure every detail is right is crucial to your work.

• Serve as the point person for office manager duties including: 

  • Maintenance

  • Mailing

  • Supplies

  • Equipment

  • Bills

  • Errands

  • Shopping

• Schedule meetings and appointments

• Process payroll for all staff bi-weekly

• Organize the office layout and order stationery and equipment

• Maintain the office condition and arrange necessary repairs

• Partner with pastoral staff to update and maintain office policies as necessary

• Ensure that all items are invoiced and paid on time

• Provide general support to visitors

• Assist in the onboarding process for new hires

• Address employees’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)

• Liaise with facility management vendors, including cleaning, catering and security services

• Plan in-house or off-site activities, like parties, celebrations and conferences

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 Requirements:

• Knowledge of office administrator responsibilities, systems and procedures

• Proficiency in MS Office (MS Excel and MS Outlook, in particular)

• Hands on experience with office machines (e.g. fax machines and printers)

• Familiarity with email scheduling tools, like Email Scheduler and Boomerang

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail and problem-solving skills

• Excellent written and verbal communication skills

• Strong organizational and planning skills in a fast-paced environment

• A creative mind with an ability to suggest improvements