Office Manager and Administrative Assistant

Office Manager and Administrative Assistant

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 reconciliation.
• Comfortable using office equipment and managing vendor relationships.
• Ability to manage and update website.