Office Manager

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

Job summary

The Cesar Chavez Foundation in Los Angeles is seeking an organized LA Office Manager to provide daily administrative and operational support for the LA office and related projects. You will coordinate meetings, handle mail, process routine communications, and maintain a well-stocked, professional office environment.

You will manage office supplies, work with vendors, and support invoicing and billing tasks for senior leaders.

Qualifications

• Strong organizational abilities to support daily office operations and special projects.
• Ability to manage multiple tasks and priorities with timely follow-through.
• Professional communication skills for interaction with staff, leadership, vendors, and departments.

Responsibilities

• Provide daily administrative and office support for the LA office and related projects.
• Coordinate meetings, work orders, mail, and routine office communications.
• Maintain organized office environment, supplies, and shared areas; support restroom and breakroom upkeep.
• Manage office supplies and coordinate with vendors for services such as water, mail, and shredding.
• Coordinate with property management for office needs, services, and work orders.
• Assist with monthly invoicing, billing, and coding for leadership teams.

Skills

Organizational skills

Multitasking

Professional communication

Office software proficiency

Education

Associate degree

Bachelor’s degree

Tools

Computer

Printer

Scanner

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 contactsregardingoffice 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 withappropriate departmentsto supporttimelyprocessing and payment.

• Support credit card management for the Vice Presidents of HED, EHM, and other fund VPs and other various fundsevery month, including organizing and processing related documentation.

• Coordinate with Human Resourcesregardingnew temporary employees and other administrative tasks asneeded.

• 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.

• Assistwith 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, andmaintainoffice records, correspondence, reports, and related materials usingappropriate softwareapplications 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 supportingtimelyprocessing of invoices, receipts, mail, and office requests. Decisions are madein accordance withorganizational 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 abilityrequired. 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 degreepreferred in business administration ormanagement.

Knowledge, Skills, and Abilities

• Strong organizational skills and ability to support daily office operations.

• Ability to manage multiple tasks, priorities, and requests ina timelyandaccuratemanner.

• 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, includingcomputer,printer, andscanner.

• Ability tomaintainoffice supplies, shared office areas, and routine office systems.

• Ability to exercise sound judgment, discretion, and follow-through when handling assigned tasks.

• Proficiencywith 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 qualificationsrequired. The employee may be assigned other duties, responsibilities, and special projects as necessary to meet the needs of the organization.

Pay Rate: $26-30