Office Manager

Tri-County Action Program, Inc.; Waite Park (MN); Hybrid; USD 61,000 - 68,000; Full time

Benefits offered by this job

Paid holidays

PTO

Health insurance

Dental insurance

Life insurance

Employee assistance program

403b retirement savings match

Wellness & professional development

Job summary

Tri-County Action Program, Inc. (Tri-CAP) is seeking an Office Manager to keep our office running smoothly, safely, and professionally in Waite Park, MN.

You will lead daily operations, facilities coordination, front desk support, and project coordination to support clients, staff, volunteers, and partners. The role involves supervising staff and volunteers, managing budgets, and ensuring efficient administrative processes.

Qualifications

• Experience in office administration, nonprofit settings preferred.
• Ability to supervise staff and volunteers in a mission-driven environment.
• Strong organization and multitasking abilities.

Responsibilities

• Lead daily office operations, facilities coordination, and front desk support.
• Monitor budgets related to office needs and supplies.
• Oversee supply management, including inventory tracking and distribution.
• Supervise administrative staff and volunteers, including coaching and training.
• Coordinate administrative projects and agency-wide communications.

Skills

Organizational skills

Customer service

Communication skills

Problem solving

Team supervision

Time management

Education

Associate degree in Business Administration or related field

Tools

Office software

Job description

Tri-CAP is seeking an Office Manager to keep our office running smoothly, safely, and professionally. This role leads daily office operations, facilities coordination, front desk support, administrative projects, volunteer coordination, reporting, and team supervision-helping create a welcoming and well-organized environment for clients, staff, volunteers, and community partners. The Office Manager serves as a member of the agency's Management Team and plays a key role in supporting organizational effectiveness, operational excellence, and a positive workplace culture.

Essential Duties and Responsibilities

Office Operations, Facilities, and Administrative Support - 70%

• Manage office equipment, mailing systems, phones, supplies, and administrative resources to support smooth daily operations.
• Coordinate facility maintenance and service needs, including cleaning, lawn care, snow removal, HVAC, plumbing, appliances, water systems, building repairs, and other physical plant concerns.
• Monitor budgets related to personnel, office and program supplies, building needs, and facility operations.
• Maintain a professional, organized, and client-friendly office environment that reflects the mission and values of the organization.
• Communicate with vendors, service providers, staff, and leadership regarding maintenance requests, supply needs, and operational priorities.
• Lead or assist with special projects, including agency-wide calendars, meeting preparation, data compilation, and coordination of daily operational activities.
• Oversee supply management, including ordering, inventory tracking, voucher processing, and distribution of supplies across the agency.
• Manage and monitor the agency-wide clerical work order system to track administrative requests, ensure timely completion, and improve workflow efficiency and accountability.
• Ensure administrative processes follow proper internal controls and segregation of duties.
• Track and report organizational metrics, including in‑kind revenue, customer encounters, administrative volunteer hours, and required reporting data.
• Train newly hired staff on agency equipment, office procedures, and related systems.
• Provide agency-wide staff communications through TriCAP Central.

Front Desk and Client‑Facing Coverage - 10%

• Provide front desk coverage as needed to support the receptionist and ensure clients, visitors, volunteers, and partners are greeted in a respectful and professional manner.
• Answer and route phone calls, respond to general inquiries, and help maintain timely communication with individuals seeking services or information.
• Support a welcoming and confidential environment for clients and community members.

Facilities, Safety, & Security – 5%

• Manage agency facility needs, including maintenance coordination, cleaning, snow removal, security systems, service contracts, vendor records, parking areas, storage areas, and equipment upkeep.
• Oversee agency safety programs, including AWAIR or equivalent programs, to support workplace safety standards, risk mitigation, and incident reporting procedures.
• Serve as the Agency ADA Officer, ensuring accessibility compliance and responsiveness to accommodation needs.
• Serve as first point of contact in the occurrence of facility emergency or after‑hours security need.

Administrative Volunteer and Project Coordination - 5%

• Coordinate administrative volunteers and provide direction for assigned projects and tasks.
• Oversee office and administrative volunteer/service projects such as groundskeeping coordination, filing, data entry, phone support, bulk mailings, and other operational support activities.
• Help prioritize administrative work so that staff, volunteers, and clients receive timely and effective support.

Supervision and Administrative Team Support - 10%

• Supervise maintenance, administrative support staff, and administrative volunteers, including scheduling, phone coverage, team coordination, and daily workflow, to ensure effective front desk operations and consistent service delivery.
• Provide performance management, coaching, training, and team‑building support for assigned staff.
• Manage administrative coverage plans to ensure consistent service to clients, staff, and visitors.
• Promote safe, efficient, and effective work performance across assigned staff and volunteer roles.
• Support staffing needs by assisting with position postings, job descriptions, qualification criteria, and hiring for job and cultural fit.

Qualifications

• Experience in office administration, office management, facilities coordination, nonprofit administration, or a related role preferred.
• Associate degree in Business Administration, Office Administration, Administrative Support, Nonprofit Management, Human Services, or a related field preferred; equivalent experience may be considered.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and requests.
• Excellent customer service and communication skills, especially in a client‑facing or community‑based setting.
• Demonstrated ability to exercise independent judgment and make decisions regarding office operations, facilities coordination, administrative procedures, staff supervision, and resource allocation.
• Ability to supervise, coordinate, and support staff and volunteers in a respectful and mission‑centered manner.
• Experience working with office technology, phone systems, mailing systems, supply tracking, and basic administrative tools.
• Ability to maintain confidentiality and demonstrate professionalism when working with clients, staff, volunteers, and community partners.
• Ability to pass a motor vehicle record (MVR) check and access to a reliable insured vehicle.

Knowledge, Skills, and Abilities

• Commitment to the mission and values of a nonprofit organization serving clients and community members.
• Calm, professional, and welcoming approach to client and visitor interactions.
• Problem‑solving skills related to office operations, building needs, scheduling, and administrative coordination.
• Ability to work independently while also collaborating effectively with staff, volunteers, vendors, and leadership.
• Attention to detail in budgeting, supplies, record‑keeping, scheduling, and project follow‑through.

Supervision Received and Exercised

This position works under the direction of organizational leadershi p and provides direct supervision and support to the receptionist and assigned administrative and maintenance staff or volunteers.

This position is based in an office setting that serves clients, visitors, volunteers, staff, and community partners. This role may require responding to changing daily priorities, coordinating with vendors or maintenance providers, and providing coverage during busy periods or staff absences. This position may require extended periods of sitting, computer use, walking throughout agency facilities, and occasional lifting or moving of office supplies and materials.

Open until filled. Starting salary for this full‑time, exempt position is $61,000 -$68,000. Benefits include: paid holidays, PTO, health/dental/life insurance, employee assistance and 403b retirement savings match. We also invest in employee wellness and professional development!