Office Manager

Description

Position Summary:

The Office Manager is central to the daily operation of the YWCA of Walla Walla's front office and to the experience of everyone who walks through the door — clients, staff, donors, and community members alike. This position supervises the Office Assistant, tenants, and contracted security officers, while overseeing front desk operations, administrative support for the Executive Director, building access and security systems, and frequent cross-departmental problem-solving.

Much of the role's day-to-day work cannot be fully scripted in advance: the Office Manager is regularly called on to troubleshoot novel issues — from key and access-control systems to vendor, facility, and donation questions — that fall outside any single department's ownership. The ideal candidate brings sound judgment, resourcefulness, and a steady, service-oriented presence, and carries out these duties in alignment with the YWCA's mission of eliminating racism and empowering women.

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential responsibilities listed below.

• Provide professional, welcoming representation of the YWCA to clients, staff, donors, contractors, and the general public
• Oversee day-to-day front office operations, ensuring efficient, courteous service for all who interact with the YWCA
• Manage YWCA correspondence, filing systems, and building-wide communications
• Coordinate ordering and inventory of office and building supplies
• Support Executive Director through coordinating and maintaining meeting and event schedules, supplying workflow and meeting documents, attending occasional meetings and events, and other executive assistance

• Independently diagnose and resolve operational issues that arise outside of routine procedures, often through hands‑on testing and research (for example, configuring and troubleshooting access permissions with physical keys or in the Onity OnPortal key‑card system)
• Serve as the go‑to problem‑solver for issues that don't have an established owner or documented procedure, exercising sound judgment when no vendor or internal contact is immediately available
• Document workarounds and solutions to novel issues so that recurring problems can be resolved more efficiently in the future
• Recognize when an issue requires escalation (e.g., to a vendor, IT, or maintenance) versus a same‑day workaround, and follow through on both

• Serve as a primary point of contact across departments on issues that intersect with the front office, including finance (vendor and payment history questions), security and safety (building access, key systems, incident response, mail handling), facilities and maintenance (contractor coordination, room setups, furniture and equipment logistics), and programs and donor relations (in‑kind donations, advocate coordination, event and mailing support)
• Build and maintain effective working relationships with staff across departments to support timely resolution of shared issues
• Participate in ongoing meetings with other staff leaders to stay aligned on cross‑departmental priorities
• Manage the OnBoard meeting platform for Board of Director meetings; setup and assist in preparation for board meetings

• Supervise the Office Assistant, including training, delegation, and performance management
• Provide day‑to‑day oversight and serve as the primary point of contact for tenants regarding building access, keys, and facility issues
• Coordinate with and provide direction to contracted security officers on building security protocols, incident response, and access management
• Administer and maintain building access and key‑card systems (including the Onity OnPortal platform), managing user groups and permissions and resolving access issues as they arise
• Communicate potential physical threats to staff and tenants according to risk level as established by Client Services

Secondary functions of this position include:

• Help establish and…