Office Manager & Administrative Assistant; Tulsa, OK

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Full Time Tulsa, OK, US

Salary Range: $40,000.00 To $55,000.00 Annually

The Office Manager is a professional working in an office environment with various roles within the organization to help ensure effective day-to-day operations. The ideal candidate will possess strong written and verbal communication skills and have expertise in budgeting processes and financial record keeping. This role requires a detail-oriented individual who can manage schedules, budgets, and team dynamics effectively. Common Ground is a start-up organization, so strong candidates will have demonstrated ability to operate in a very fluid, lean and fast-moving organization.

Experience in the non-profit housing sector is preferred. In addition, the President will offer other duties as assigned as needed for the proper administration of operations.

• Provide support to senior leadership, including the CEO and Sr. Real Estate Project Manager; make travel arrangements and manage the calendars and email of senior leadership.
• Coordinate staff meeting agendas with CEO and maintain corporate calendar as directed.
• Compose communications, memorandums, and presentation materials from verbal direction.
• Create, maintain and update documents and forms as needed; print letters and obtain appropriate signatures.
• Assist with logistics planning and material creation/assembly for community meetings as well as other annual and ad-hoc meetings.
• Set up workspace for new hires and assist with onboarding tasks as assigned.
• Oversee planning of staff parties and events.
• Other projects assigned.

• Manage daily office operations including supply ordering, equipment maintenance, and contractor coordination (e.g., delivery services).
• Coordinate IT, internet and printing services across various service providers.
• Management of vendor contracts as well research new ones.
• Serve as the primary liaison for office vendors and service providers.
• Collect, date-stamp, and distribute incoming mail and deliveries.
• Coordination with other organizations sharing in office.
• Be a key part of creating a great working environment and a high achieving organization.

• Arrange employee travel, including booking transportation and accommodations.
• Provide administrative support and meeting coordination for internal and external meetings and events.
• Process vendor payments, organize invoices, and maintain accurate financial records.
• Assist with budgeting and preparing expense reports.
• Use Quick Books for data entry, reconciliation, and financial tracking.
• Generate financial reports for audits and ensure compliance with non-profit accounting standards.

• Coordinate logistics for Board of Directors meetings, including scheduling, preparing agendas, distributing meeting packets, and managing RSVPs.
• Draft, compile, and maintain accurate board minutes and official corporate records.
• Support the President and Board Chair in managing board governance tasks.
• Maintain the organization’s corporate documents, bylaws, policies, resolutions, and other governance materials.
• Ensure timely preparation and dissemination of board communications and updates.
• Assist with planning and logistics for board committee meetings, retreats, and orientation of new board members.

• Perform additional tasks as assigned by the President to support the administration of Housing Forward operations.

• Associate’s or Bachelor’s degree in Business Administration, Office Management, Accounting, or a related field (preferred).
• Minimum of 3 years of experience in office administration or a similar role.
• Experience working in a nonprofit organization is a plus.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong experience with bookkeeping software (such as Quick Books) and financial reporting.
• Familiarity with budgeting and financial…