Office Manager - internal

About this position

INFRA internal employee team only. Applications due by 5pm Tuesday July 18th.
Independent
Natural Food Retailers Association (INFRA) is seeking an
Office
Manager
for our growing team.
If you thrive in a role that relies on effective communication and is equal
parts
people, details, planning, and
responsiveness, please
submit
your resume and cover letter!

INFRA is a cooperative association of more than
400independently owned natural food retailers serving hundreds of communities in49states plus DC & Puerto Rico. Through collective buying power, operational support and exchange, events and education, and innovative marketing programs, we help member businesses thrive in step with their values and communities, a fast-changing industry, and the planet we share.

As Office Manager, youwill be the heart of the office.

Setting the tone for visitors, partners, and staff as they enterour facility,this role will highlight your abilitytowork with people andshowcaseyourrange ofbusinessskills.

You willseamlesslymanage various responsibilities simultaneously,creating an amazing INFRA experience through top-notch office & facilities operations,reception,administrative support,event support,adminsupportandmore.

This is an ideal role for someone with business experience looking to grow their career with a team making a difference.

What you will own and improve:

Reception

Welcome andassistvisitors, manage incoming calls,direct inventory and samples,and handle general inquiries.

Office & Facilities Management

Responsible for top to bottom of office. Ensure a safe and comfortable working environment. Ensure all office spaces, including common areas, conference rooms, storage rooms, kitchen, and exterior spaces are clean and kept in top working order throughout each day.

Manageall in-office administrative and operational tasks as needed.

Manage facilities,office maintenance, repairs, and upkeep.

Identify areas for improvement and implement solutions to enhance overall office productivity.

Manage mail,suppliesandinventory,including shipping,tracking, ordering, and sourcing items.

Track and manage office- and event-relatedexpensesagainst annual budget, ensuring cost-effectiveness.

Liaise with vendors and service providers for various office needs(cleaning,grounds work, phones,security,etc),maintainservicecontracts, and ensuretimelydelivery of services and products.

On-call availability for off-hours building needs.

Administrative Support

Collaborate withINFRA teamsto order, print, and/or organize promotional materials, event materials, swag, etc.

Work closely with different departments, such as marketing, member success,purchasing, and People & Culture, to support all organizational goals.

Provide backup/partnership to Accounting, People & Culture, and other administrative tasks as needed

Meeting & Schedule Coordination

Support in scheduling and coordinating meetings, appointments, and events(internal and external).Arrange necessary resources for meetings, such as rooms and equipment.

Order and/or direct food deliveries as needed.

Manage calendars, schedules, and appointments for both regular office activities and special events.

Coordinate with internal teams and external vendors to ensure smooth operations.

Event Support

Support, coordinate, and/orexecute various company,partner, or community events, meetings, and conferences.

Handle logistics, including catering and audio-visual requirements.

Support communications as needed.

Attend events as primary support orhostas needed.

What you already know:

2years’ progressive experience inofficemanagementpreferably in professional services-based organizations(association,legal, accounting,etc).Knowledge of the food industry strongly preferred

Associates Degreeor advanced training in business administration,or 2additionalyears' experience

Experience working in a stand-alone office with facilities needs required

Dynamic interpersonal skills and understanding of how to work in a collaborative, thoughtful, and nimble environment with a spirit of support and assistance.

Advancedproficiencyin Microsoft Office required. Preferred experience with SharePoint, CRMs, Project Management software,Accounting systems, and/orwith other SaaS tools.

Strong skills in data entry, analysis, and reporting, including experience with associated technology

Event planning or supportis highly desirable

Demonstrated project, organizational, and stress management skills; able to proactively prioritize and seamlessly perform multiple tasks in a cool, collected manner.

Excellent attention to detail,planning,communication, and follow through.

Forward-looking thinker withdemonstratedproactive problem-solving skills. Teammemberwho activelyseeksopportunities and proposes solutions.

Situationallyappropriate communicator. Balance of empathy, directness, and tact when managing sensitive or confidential situations.

Proven ability to handle confidential information with discretion.

Must be able to lift
50lbs, climb, stoop, reach, and do computer work.

Periodic local travel required, must…