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Well-established Galleria area nonprofit seeks a highly organized, detailed, and resourceful Office Administrator & Operations Manager to support the organization through an exciting period of growth.

This role provides essential administrative, facilities, and organizational support and ensures smooth, efficient daily operations for a small office. Requirements include an energetic, flexible, and collaborative team player with a strong results-oriented work ethic, the ability to meet deadlines, excellent written and verbal communication skills, and a donor and volunteer service mindset.  

Administrative & Office Operations

• Oversee daily office operations to ensure an efficient, well‑functioning work environment.
• Manage the DonorPerfect database, perform gift processing, and assist with donor acknowledgements in a timely and accurate manner.
• Answer and screen phone calls; provide information, respond to inquiries, and fulfill requests as needed.
• Evaluate administrative processes and procedures; recommend and implement improvements to enhance efficiency and reduce costs.
• Maintain digital and physical filing systems, ensuring documents are organized, accessible, and compliant with retention policies.
• Oversee the purchase and inventory of office equipment, furnishings, and supplies.
• Serve as the primary point of contact for office vendors, including IT support, cleaning services, security, and equipment maintenance. 
• Monitor and maintain office technology, including printers, copiers, phones, and basic troubleshooting before escalating to IT. 
• Manage office and warehouse rental contracts.

Human Resources & Compliance

• Assist with administrative aspects of human resources, including maintaining personnel files, coordinating onboarding paperwork, and supporting benefits administration.
• Track and maintain staff PTO and vacation records, ensuring accurate documentation and timely updates.
• Maintain insurance records for employee health insurance and property/event/volunteer insurance.
• Support legal and compliance needs by coordinating with external counsel when necessary and maintaining required documentation.

Financial & Operational Support

• Assist with preparation and organization of materials for the annual tax audit and quarterly/annual tax filings.
• Ensure accurate expense tracking and support revenue reporting.
• Assist in preparing the annual budget for approval by the President & CEO.
• Manage expenditures within the Board‑approved budget and maintain accounting records, including P&L tracking for events.

Program & Event Operations

• Provide operational support for programs/events.
• Assist in assessing community needs and support the development of new programs as appropriate.

Board & Committee Support

• Prepare resource materials, reports, and documentation for Board and committee meetings.
• Assist committee chairpersons by providing information, scheduling support, and meeting coordination.

Fully in-office position with preferred M-F work schedule from 8:30am-5pm. Bonus eligible role offers paid parking, and benefits.

 

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