Office Manager

Type

JOB/POSITION TITLE: Office Manager  

Reports to: Vice President of Finance & Operations 

Classification: Full-time, Exempt (In-Person, Charlotte Office) 

Location
217 E. Tremont Avenue Charlotte, NC, 28203
Summary

JOB SUMMARY  

The Office Manager is an important member of the Make-A-Wish Central and Western North Carolina’s administrative and finance team.  The Office Manager supports the Foundation’s administrative efforts by organizing and coordinating office operations and procedures.  Reporting to the Vice President of Finance & Operations, the Office Manager performs the following administrative functions: 

Responsibilities

MAJOR RESPONSIBILITIES 

Accounting Support 

  • Manage Accounts Payable on a weekly basis by preparing and submitting check run to Shared Financial Services (SFS) at Make-A-Wish America 

  • Facilitate receipt collection and approval process for the staff credit card statements 

  • Manage financial documentation and assist as a secondary point person for the annual financial audit and scheduled compliance audits 

  • Complete semiannual refundable sales tax returns 

  • Assist with the annual budget process 

  • Process biweekly deposit and deliver to bank 

  • Ensure satellite office(s) provide timely and complete documentation of deposits 

  • Monitor operating account for deposit activity and partner with Database & Information Manager to batch cleared transactions 

  • Assist staff in understanding and adhering to all National Standards and Chapter controls 

  • Assist the Vice President of Finance & Operations with month end closing and other financial analysis and accounting tasks as needed 

 

Administrative Support 

  • Greet visitors and assist them as needed.  Answer the phone and redirect callers to staff extensions 

  • Setup extensions, assist staff with issues, and share best practices on phone system usage 

  • Ensure after-hours message is updated for holidays and other changes 

  • Maintain relationships with vendors and facilitate maintenance and repairs for facility, copy machine, postage meter, computers, printers, network, and telephone system 

  • Serve as primary contact for office security system monitoring 

  • Track inventory, order, and stock all office, restroom, cleaning, and kitchen supplies. Seek cost-effective vendors for purchase of all supplies.  Manage relationship with weekly cleaners and oversee garbage collection and bulk item pickup 

  • Manage detached garage/storage unit inventory and oversee office furniture inventory 

  • Facilitate office moves as needed and serve as point person for property management maintenance requests 

  • Ensure common areas appear neat and professional at all times 

  • Assist in the development and implementation of new procedures and practices 

  • Produce procedure manuals, process documentation, and training for staff and others as needed 

  • Research and identify opportunities to improve and expand business practices and resources 

 

Human Resource Support

  • Work with Vice President of Finance & Operations on benefits administration including preparation of annual benefits guide and overseeing benefits portal access 

  • Assist Vice President of Finance & Operations with biweekly payroll submissions as needed 

  • Assist with greeting new hire and provide initial new hire orientation and set up of phone, computer, access to systems, and other onboarding tasks 

  • Prepare new employees’ office space 

  • Give tour of office if not given by supervisor 

  • Manage hourly employee time sheets, PTO accrual software, and maintain staff files 

  • Instruct staff in standards of use for phones, computers, forms, etc 

 

Staff Support 

  • Assist CEO and Vice President of Finance & Operations with Board/Committee presentation materials.  Facilitate collection of meeting materials and lead staff through agenda items during monthly staff meetings 

  • Assist CEO with managing calendar appointments as needed 

  • Serve as administrative liaison between Leadership Team and CEO as well as between Vice President of Finance & Operations and the other members of the Leadership Team 

  • Follow up with donors and assist with CRM moves management/entering proposals 

  • Assist staff with database reports and queries 

  • Work with development staff on donor acknowledgement letters and calendar year end tax receipts 

  • Complete applications for State Employee Charitable Campaign and North Carolina Charitable Solicitation License 

  • Assist at Make-A-Wish Foundation signature events as requested 

  • Assist staff as needed with software and application trouble shooting and serve as liaison to IT helpdesk 

Requirements

Preferred Skills & Abilities:  

  • Experience working for a nonprofit, startup, or other fast-paced environment where wearing many hats is needed
  • Excellent written and verbal communication skills
  • Ability to work with minimal supervision, ability to manage multiple priorities, and work in a deadline driven environment
  • Proficient with computer applications – a thorough understanding of Microsoft Office Suite, word processing (Microsoft Word), mail merge, spreadsheets (Microsoft Excel) and the ability to learn and master other computer technology/software programs as needed. Good command of Internet usage
  • Experience with entering invoices and managing accounts payable
  • Working knowledge of a relational database, SalesForce preferred
  • Highly professional demeanor, able to work successfully with a wide variety of constituents including donors, board members, volunteers, and professional consultants 
  • High levels of integrity, trustworthiness, flexibility, compassion, and humor are necessary to address the practicalities of a growing nonprofit, along with the creativity and persistence required to elicit new thinking and change 
  • Excellent organizational and time-management skills. Solid verbal, written and interpersonal communications skills
  • Willingness to work occasional evening and weekend hours as needed 

 

Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer
  • Light work that includes lifting and moving objects up to 15 pounds at times
  • Ability to write, type, and use the computer, telephone, copier, and other office equipment systems
Education & Experience

 

Preferred Education & Experience: 

  • Associate degree required; Bachelor’s degree preferred 

  • Minimum 3 - 5 years administrative experience required  

How to Apply

To apply, please email resume and cover letter to [email protected].   No phone calls.  This role is in-person and located at the Charlotte, NC office location.  Job post will expire January 9, 2023.  

Other Info

Make-A-Wish CWNC provides equal employment opportunity to all individuals. We are committed to a diverse workforce. We value all employees’ talents and support an environment that is inclusive and respectful.