Office Manager

Tri-CAP is seeking an Office Manager to keep our office running smoothly, safely, and professionally. This role leads daily office operations, facilities coordination, front desk support, administrative projects, volunteer coordination, reporting, and team supervision-helping create a welcoming and well-organized environment for clients, staff, volunteers, and community partners. The Office Manager serves as a member of the agency's Management Team and plays a key role in supporting organizational effectiveness, operational excellence, and a positive workplace culture.

Office Operations, Facilities, and Administrative Support - 70%

• Manage office equipment, mailing systems, phones, supplies, and administrative resources to support smooth daily operations.
• Coordinate facility maintenance and service needs, including cleaning, lawn care, snow removal, HVAC, plumbing, appliances, water systems, building repairs, and other physical plant concerns.
• Monitor budgets related to personnel, office and program supplies, building needs, and facility operations.
• Maintain a professional, organized, and client-friendly office environment that reflects the mission and values of the organization.
• Communicate with vendors, service providers, staff, and leadership regarding maintenance requests, supply needs, and operational priorities.
• Lead or assist with special projects, including agency-wide calendars, meeting preparation, data compilation, and coordination of daily operational activities.
• Oversee supply management, including ordering, inventory tracking, voucher processing, and distribution of supplies across the agency.
• Manage and monitor the agency-wide clerical work order system to track administrative requests, ensure timely completion, and improve workflow efficiency and accountability.
• Ensure administrative processes follow proper internal controls and segregation of duties.
• Track and report organizational metrics, including in-kind revenue, customer encounters, administrative volunteer hours, and required reporting data.
• Train newly hired staff on agency equipment, office procedures, and related systems.
• Provide agency-wide staff communications through TriCAP Central.

Front Desk and Client-Facing Coverage - 10%

• Provide front desk coverage as needed to support the receptionist and ensure clients, visitors, volunteers, and partners are greeted in a respectful and professional manner.
• Answer and route phone calls, respond to general inquiries, and help maintain timely communication with individuals seeking services or information.
• Support a welcoming and confidential environment for clients and community members.

Facilities, Safety, & Security – 5%

• Manage agency facility needs, including maintenance coordination, cleaning, snow removal, security systems, service contracts, vendor records, parking areas, storage areas, and equipment upkeep.
• Oversee agency safety programs, including AWAIR or equivalent programs, to support workplace safety standards, risk mitigation, and incident reporting procedures.
• Serve as the Agency ADA Officer, ensuring accessibility compliance and responsiveness to accommodation needs.
• Serve as first point of contact in the occurrence of facility emergency or after-hours security need.

Administrative Volunteer and Project Coordination - 5%

• Coordinate administrative volunteers and provide direction for assigned projects and tasks.
• Oversee office and administrative volunteer/service projects such as groundskeeping coordination, filing, data entry, phone support, bulk mailings, and other operational support activities.
• Help prioritize administrative work so that staff, volunteers, and clients receive timely and effective support.

Supervision and Administrative Team Support - 10%

• Supervise maintenance, administrative support staff, and administrative volunteers, including scheduling, phone coverage, team coordination, and daily workflow, to ensure effective front desk operations and consistent service delivery.
• Provide performance management, coaching, training, and team-building support for assigned staff.
• Manage administrative coverage plans to ensure consistent service…