Office Manager

Friends of the Family; Waterloo (IA); On-site; USD 45,000 - 65,000; Full time

Job summary

Friends of the Family seeks an Office Manager to coordinate hospitable experiences and manage administrative functions within our agency. You will assist with bookkeeping, benefits administration, background checks, and other assigned tasks to ensure smooth operations.

The role includes hospitality coordination, data entry in Sage Intacct and Bloomerang, vendor management, IT support, and HR-related duties, with on-site work preferred.

Qualifications

• Excellent written and verbal communication; ability to build relationships and collaborate with team members.
• Maintain confidentiality for agency information and clients.
• CPA preferred but not required; Sage Intacct experience a plus; government accounting experience a plus.

Responsibilities

• Provide exceptional hospitality experience for participants, guests, colleagues, and stakeholders by staffing and guiding administrative volunteers.
• Support the finance office with bookkeeping and data entry in Sage Intacct, Bloomerang, and other identified software.
• Oversee maintenance and operations of facilities; ensure cleanliness and upkeep of buildings.
• Assist fiscal, development, and operations departments on special projects and tasks.
• Complete detailed data entry in Sage Intacct and Bloomerang.
• Provide IT and equipment support and monitor tickets via ACES and Ring Central.
• Manage vendor data, prices, purchases, and service quotes; communicate with vendors for price comparisons.
• Manage administrative documents, presentations, and databases.
• Support HR functions: background checks, benefits administration, and related roles.

Skills

Organization & planning

Communication skills

Confidentiality

Office software proficiency

Education

CPA preferred

Tools

Sage Intacct

Bloomerang

ACES

RingCentral

Job description

Job Summary

The office manager works to provide and coordinate an exceptional, hospitable experience for all persons interacting with the agency. This seat ensures that our administrative functions are running smoothly and supports our finance work in duties such as bookkeeping, benefits administration, background checks, and other assigned functions.

Key Roles & Responsibilities

Hospitality | Bookkeeping / Accounting Data | IT / Equipment Support |

Vendor Management | Facilities Management | HR Functions

What You Will Do:

• Provide an exceptional hospitality experience for all participants, guests, colleagues, and stakeholders who interact with our facilities by staffing and working alongside administrative volunteers who are welcoming and attentive to the needs of others. Provide support and instruction to volunteers in activities, maintenance and/or cleaning.
• Support the finance office with bookkeeping and data entry, using Sage Intacct, Bloomerang, and/or other identified software platforms.
• Oversee maintenance and operations of main Ensure maintenance and cleanliness, both inside and outside of the buildings, are well taken care of.
• Provide assistance to fiscal, development, and operations departments on special projects and tasks as scheduled and assigned.
• Complete detailed data entry into Sage Intacct, Bloomerang and/or other identified software platforms.
• Provide IT and equipment support and technical assistance to staff and the agency and monitor support and repair tickets through ACES and Ring Central.
• Manage vendor data for the agency, tracking prices, purchases, and issues, and providing data to departments to identify changes to business contacts. Communicates with vendors for price comparison, quotes, and services provided.
• Manage administrative documents, presentations, and databases.
• Supports the HR functions of the organization in running background checks, benefits administration and other roles as assigned.

How You Will Succeed:

• People First- When you exhibit people first, you show genuine care/concern for the well-being and success of others and act accordingly to support/uplift them.
• Discover & Do- When you exhibit discover and do, you take action to solve problems, improve functionality and make things happen.
• Equity and Inclusion- When you exhibit equity and inclusion, you foster an environment where all people feel welcome, valued and that they can contribute to their unique talents and experiences.
• Grit - When you exhibit grit, you work to achieve excellence and continuously improve, even in the face of challenges and adversity.
• Understand, align with and practice under the following philosophies/models: Housing First Model, Trauma-Informed Care, Client-Centered Approach, Harm Reduction, and Low-Barrier Shelter.
• Believe in our 10-year vision: Everyone has a home.
• Believe in our mission: We are ending homelessness by leading with the Housing First approach, driving systemic change through strong community partnerships, and providing individualized support that prioritizes client choice.
• Understand the 6 components of the Entrepreneurial Operating System (EOS).

Job Qualification and Competencies

Our ideal candidate is:

• Able to organize, prioritize and plan work to meet deadlines and is detail oriented, ensuring accuracy and neatness.
• Has excellent oral and written communication skills including proficiency in spelling, grammar, and punctuation. Must be able to convey important information, build relationships, and collaborate with team members.
• Can ensure confidentiality is in place for all agency information and for the people FOF
• Has a combination of relevant experience and/or education: CPA preferred but not required, experience with Sage Intaact is a plus, experience with audits as an auditor or auditee is a plus, government accounting is a plus. Candidates with office management, customer service, administrative support, business management or supervision are encouraged to apply.
• Proficient with office software, digital tools, and communication platforms.
• Is able to pass state, federal, and child abuse background
• Is able and prepared to work in the office setting on a regular basis [Remote work is not often approved for this role].