Office Manager, Exempt

Overview

General Summary of the Position

The Office Manager serves as a key operational leader, responsible for ensuring the efficient day-to-day operations of the Office while delivering an exceptional experience to guests and supporting the broader mission of service. This individual is highly organized, proactive, and demonstrates a strong commitment to hospitality and operational excellence.

The ideal candidate is approachable, solutions-oriented, and capable of managing tasks from inception to completion with consistency and attention to detail. This role oversees office administration and supports departmental functions across events, facilities, and service delivery. A strong ability to coordinate internal and external logistics, manage multiple priorities, and communicate effectively with clients, vendors, staff, and volunteers is essential.

As a hands‑on leader, the Office Manager coordinates a team that may include event planners, culinary staff, coordinators, and volunteers. The role requires excellent project management skills, financial stewardship, and a passion for creating meaningful and mission‑aligned experiences. A demonstrated enthusiasm for hospitality and a commitment to continuous improvement and staff development are key to success in this role.

Essential Duties and Responsibilities of the Position

• Bookings Coordination:
  Support the planning and execution of conferences, meetings, and events from initial request through completion, ensuring all logistical details are managed efficiently and accurately.
• Event Management:
  Oversee and supervise the delivery of events by coordinating schedules, assigning tasks, and guiding staff and volunteers to ensure high‑quality execution and guest satisfaction.
• Billing & Reporting:
  Prepare final invoices, guest check‑outs, post‑event surveys, and ensure accurate documentation by maintaining and updating the Master File.
• Facilities Oversight:
  Manage day‑to‑day facility operations, ensuring lodging accommodations, meeting rooms, and common areas are clean, functional, and guest‑ready at all times. Coordinate with maintenance staff and vendors as needed.
• Budget Support:
  Assist in monitoring the Center’s general budget, including expense tracking, vendor contracts, and resource allocation to ensure cost‑effective operations.
• Bookkeeping Assistance:
  Provide support in processing payables, recording deposits, and maintaining accurate financial records in coordination with the Finance Department.
• Technology Management:
  Oversee and maintain office technology systems including surveillance cameras, telecommunications, IT equipment, and printers, ensuring consistent functionality and timely troubleshooting.
• Procurement & Inventory Control:
  Manage procurement processes and inventory of office supplies, including stationery, furniture, appliances, and electronics. Ensure cost‑effective purchasing and timely delivery to support operational efficiency.
• Policies & Procedures:
  Develop, implement, and maintain standard operating procedures for both event coordination and daily office operations, ensuring consistency, compliance, and service excellence.
• Employee Engagement & Relations:
  Coordinate internal communications, staff meetings, employee recognition, celebrations, and training initiatives. Foster a positive work culture by supporting staff development and promoting teamwork and employee engagement through incentive programs and continuous improvement strategies.
• Other duties as assigned

Position Requirements

Knowledge, Skills and Abilities:

• Exceptional listening and customer service skills, maintaining a high level of professionalism and a calm demeanor under pressure.
• Strong organizational abilities with proven capacity to manage multiple priorities and maintain attention to detail in a fast‑paced environment.
• Effective problem‑solving skills, including the ability to identify root causes and implement practical solutions.
• Strong interpersonal skills with the ability to build positive relationships with employees, clients, vendors, and volunteers.
• Proactive, hands‑on attitude with a willingness to support a wide range of operational…