Office Manager

Cesar-Chavez-Foundation; Los Angeles (CA); On-site; USD 36,000 - 41,000; Full time

Job summary

The Cesar-Chavez Foundation is seeking an LA Office Manager to oversee daily office operations, coordinate administrative tasks, and support departmental projects. The role requires strong organization and communication, with responsibility for vendor relations, invoicing, meeting coordination, and office supply management.

Ideal candidates will have 1–3 years in administrative oversight, an associate degree or equivalent, and a preference for a bachelor’s degree in business or management.

Qualifications

• Associate degree or equivalent required; 1–3 years in admin/office support preferred.
• Bachelor’s degree in business or related field preferred.
• Strong organizational and communication skills are essential.
• Proficiency with common office software and equipment (phone system, copier, etc.) is expected.

Responsibilities

• Provide daily office support for the LA office and coordinate departmental projects.
• Handle vendor relations, invoices, receipts, and related processing.

Skills

Organization

Communication

Multitasking

Office software

Education

Associate degree or equivalent

Bachelor’s degree preferred

Job description

Summary

Under the supervision of the designated manager, the LA Office Manageris responsible forproviding daily office, administrative, and operational support for the LA office and related departmental projects. This position supports general office functions, coordinates administrative needs,assistswith vendor and facilities-related matters, processes invoices and receipts, supports meeting coordination,maintainsofficeorganizationand supplies, andassistswith special projects as assigned.

The role requires a highly organized, self-motivated individual who can manage multiple priorities, follow through on assigned tasks accurately andtimely, and provide dependable support to staff, leadership, vendors, and office visitors. The position requires regular communication with internal departments, external vendors, property management contacts, and organizational leadership.

Essential Duties and Responsibilities

Essential duties and responsibilities include the following. Other duties may be assigned.

• Provide all-around office support for the LA office, including daily administrative assistance, coordination of office needs, and support for departmental projects.
• Perform general administrative responsibilities, including answering calls, coordinating meetings, assistingwith work orders, processing mail, and supporting routine office communications.
• Maintain an organized, professional, and well-stocked office environment, including cleaning, organizing, stocking office products, maintainingshared office areas, and supporting upkeep of theemployeerestroom and breakroom.
• Manage office supplies and coordinate with vendors for recurring office services, including water, mail, shredding services, food, and other office-related needs.
• Coordinate with property management contacts regarding office needs, services, work orders, and other facilities-related requests.
• May support leadership with monthly invoicing, billing, and/or coding.
• Gather, process, code, and input receipts and invoices as needed, coordinating with appropriate departments to support timely processing and payment.
• Support credit card management for the Vice Presidents of HED, EHM, and other fund VPs and other various funds every month, including organizing and processing related documentation.
• Coordinate with Human Resources regarding new temporary employees and other administrative tasks as needed.
• Maintain and update the LA office seating roster as needed.
• Support internal staff, leadership, and executives with miscellaneous administrative projects, signatures, documentation, and office-related coordination.
• Assist with special projects, including Replacement Reserves and other departmental initiatives, as assigned.
• Assist the President and other organizational leadership with administrative tasks as needed.
• Prepare, organize, and maintain office records, correspondence, reports, and related materials using appropriate software applications and office management procedures.
• Communicate and coordinate with internal departments, including HED, EHM, and other funds or departments, Analytics, Accounting, HR, and leadership, as well as external vendors and property management contacts.

Decision-Making Authority

The LA Office Manager exercises discretion in managing daily office priorities, coordinating administrative tasks, organizing office supplies and services, communicating with vendors and property management contacts, and supporting timely processing of invoices, receipts, mail, and office requests. Decisions are made in accordance with organizational policies, procedures, and supervisor direction.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate degree or equivalent required, with one to three years of related administrative, office management, or operational support experience preferred. An equivalent combination of education, training, and experience may be considered. Bachelor’s degree preferred in business administration or management.

Knowledge, Skills, and Abilities

• Strong organizational skills and ability to support daily office operations.
• Ability to manage multiple tasks, priorities, and requests in a timely and accurate manner.
• Professional communication skills for interacting with staff, leadership, vendors, property management, and other departments.
• Ability to process invoices, receipts, mail, office requests, and administrative documentation accurately.
• Working knowledge of office equipment, including computer, printer, and scanner.
• Ability to maintain office supplies, shared office areas, and routine office systems.
• Ability to exercise sound judgment, discretion, and follow-through when handling assigned tasks.
• Proficiency with common office software applications and general office management procedures.

Other Duties

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, and qualifications required. The employee may be assigned other duties, responsibilities, and special projects as necessary to meet the needs of the organization.

Pay Rate: $26-30