DEPARTMENT: Finance
REPORTS TO: Director of Finance & Operations
We are seeking a highly organized, motivated, and collaborative Office Manager to join our team. This position supports all departments by coordinating office services, including, but not limited to overseeing the reception area, managing the office supply inventory and equipment, handling incoming and outgoing mail and liaising between the team and office vendors. This position also provides administrative support to the President & CEO.
The ideal candidate should have 3+ years of office management and/or administrative experience and be proficient with the Microsoft Office suite of software applications. He/she is customer service oriented, possesses outstanding written and oral communication skills and displays sound professional judgement.
This position works in office Monday through Friday.
PRIMARY RELATIONSHIPS
The Office Manager has working relationships with all departments.
PRINCIPLE ACCOUNTABILITIES
Duties and Responsibilities:
• Provides a professional and warm reception to visitors to the office and for calls and emails received.
• Manages the inventory of office supplies and ensures sufficient quantities on hand by placing timely orders.
• Ensures office equipment is functioning properly and coordinates service calls on a timely basis. Solicits quotes for equipment repair/upgrade/purchase and manages vendor contracts.
• Liaises with building management and various office and technology vendors to ensure office operations run smoothly.
• Manages office costs in accordance with the approved budget.
• Retrieves and distributes mail and handles outgoing mail and packages.
• Prepares logs and bank deposits for cash receipts accurately, timely and in accordance with Make‐A‐Wish® America’s Finance Policies, chapter policies, procedures and internal controls.
• Assists with various accounting functions to ensure financial records are maintained in accordance with Make‐A‐Wish® America’s Finance Policies, chapter policies, procedures and internal controls.
• Maintains Staff and Board of Director documents (i.e., organization chart, directory, etc.).
• Assists with the annual budgeting process and the performance of staff time studies.
• Provides administrative support to the President & CEO, including, but not limited to coordinating meetings, luncheons and activities, preparing correspondence, making travel arrangements, and managing files and documents.
• Provides administrative support to the Board of Directors and Committees, including, but not limited to scheduling meetings, luncheons and activities. Assists with annual compliance requirements.
• Performs other duties as assigned.
The Office Manager primarily works Monday through Friday during normal business hours. He/She should also be available to support special events on evenings and weekends, as needed.
- 3+ years of office management and/or administrative experience (bookkeeping or accounting experience a plus)
- Outstanding written and oral communications skills
- Dedication to providing exemplary customer service while displaying a high level of sensitivity when dealing with staff, donors, volunteers and wish families
- Self‐motivated, flexible, and resourceful
- Evidence demonstrating a successful track record of delivering quality, timely results both as a member of a collaborative team and as an individual
- Evidence demonstrating a high degree of organization with attention to detail, and ability to manage multiple projects simultaneously in a fast‐paced environment
- Evidence demonstrating discretion and sound judgment in decision‐making
- Commitment to continuous process improvement
- Comfortable with technology and confident in ability to learn and implement new tools
- Proficiency with the Microsoft Office suite of software applications The ideal candidate supplements his/her education and experience by possessing a passion for communications and appreciating its impact on advancing Make‐AWish Hawaii’s mission.
To apply, please email your resume and cover letter to Shari Young, Director of Finance & Operations at syoung@hawaii.wish.org.
Make‐A‐Wish Foundation of Hawaii is a 501 (c)(3) non‐profit organization. Founded in 1982, our mission is to create life‐changing wishes for children with critical illnesses. We are more than a great place to work — our work is life‐changing. We are an inclusive and diverse group of people who, through a mosaic of backgrounds, thought and experiences, are united in purposeful work. We are fueled and guided by our values — values that are represented in the inspired people we work with and the transformational work we do every day.