Office Manager & Administrative Assistant (Tulsa, OK based)

Housing Partnership; Tulsa (OK); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

15 vacation days

12 sick days

12 paid holidays

medical, dental, and vision insurance

401(k) match

Job summary

A nonprofit housing organization in Tulsa, OK, is seeking an Office Manager and Administrative Assistant for full-time work. The role involves managing office operations, providing support to senior leadership, and coordinating board meetings. The ideal candidate should have a degree in Business Administration or related field and a minimum of 3 years of experience in office administration, preferably in a nonprofit environment. Strong communication, organizational skills and proficiency in Microsoft Office Suite are essential. Salary range is $40,000 to $55,000 annually with benefits.

Qualifications

• Minimum of 3 years of experience in office administration or a similar role.
• Experience working in a nonprofit organization is a plus.
• Valid driver’s license and reliable transportation.

Responsibilities

• Manage daily office operations including supply ordering, equipment maintenance.
• Provide support to senior leadership, including the CEO.
• Coordinate logistics for Board of Directors meetings.

Skills

Communication skills

Organizational skills

Detail-oriented

Proficiency in Microsoft Office Suite

Bookkeeping software experience

Education

Associate’s or Bachelor’s degree in Business Administration, Office Management, Accounting

Tools

QuickBooks

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office Manager and Administrative Assistant

Full Time Tulsa, OK, US

Salary Range: $40,000.00 To $55,000.00 Annually

ABOUT THE ROLE

The Office Manager is a professional working in an office environment with various roles within the organization to help ensure effective day-to-day operations. The ideal candidate will possess strong written and verbal communication skills and have expertise in budgeting processes and financial record keeping. This role requires a detail-oriented individual who can manage schedules, budgets, and team dynamics effectively. CommonGround is a start-up organization, so strong candidates will have demonstrated ability to operate in a very fluid, lean and fast-moving organization. Experience in the non-profit housing sector is preferred. In addition, the President will offer other duties as assigned as needed for the proper administration of operations.

MAJOR DUTIES & RESPONSIBILITIES

Administrative

• Provide support to senior leadership, including the CEO and Sr. Real Estate Project Manager; make travel arrangements and manage the calendars and email of senior leadership.
• Coordinate staff meeting agendas with CEO and maintain corporate calendar as directed.
• Compose communications, memorandums, and presentation materials from verbal direction.
• Create, maintain and update documents and forms as needed; print letters and obtain appropriate signatures.
• Assist with logistics planning and material creation/assembly for community meetings as well as other annual and ad-hoc meetings.
• Set up workspace for new hires and assist with onboarding tasks as assigned.
• Oversee planning of staff parties and events.
• Other projects assigned.

Office Management

• Manage daily office operations including supply ordering, equipment maintenance, and contractor coordination (e.g., delivery services).
• Coordinate IT, internet and printing services across various service providers.
• Management of vendor contracts as well research new ones.
• Serve as the primary liaison for office vendors and service providers.
• Collect, date-stamp, and distribute incoming mail and deliveries.
• Coordination with other organizations sharing in office.
• Be a key part of creating a great working environment and a high achieving organization.

Travel & Meeting Coordination

• Arrange employee travel, including booking transportation and accommodations.
• Provide administrative support and meeting coordination for internal and external meetings and events.
• Process vendor payments, organize invoices, and maintain accurate financial records.
• Assist with budgeting and preparing expense reports.
• Use QuickBooks for data entry, reconciliation, and financial tracking.
• Generate financial reports for audits and ensure compliance with non-profit accounting standards.

Nonprofit Board Management

• Coordinate logistics for Board of Directors meetings, including scheduling, preparing agendas, distributing meeting packets, and managing RSVPs.
• Draft, compile, and maintain accurate board minutes and official corporate records.
• Support the President and Board Chair in managing board governance tasks.
• Maintain the organization’s corporate documents, bylaws, policies, resolutions, and other governance materials.
• Ensure timely preparation and dissemination of board communications and updates.
• Assist with planning and logistics for board committee meetings, retreats, and orientation of new board members.

Other Duties

• Perform additional tasks as assigned by the President to support the administration of Housing Forward operations.

QUALIFICATIONS

Education & Experience

• Associate’s or Bachelor’s degree in Business Administration, Office Management, Accounting, or a related field (preferred).
• Minimum of 3 years of experience in office administration or a similar role.
• Experience working in a nonprofit organization is a plus.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong experience with bookkeeping software (such as QuickBooks) and financial reporting.
• Familiarity with budgeting and financial reconciliation.
• Comfortable using office equipment and managing vendor relationships.
• Ability to manage and update website.

Administrative & Organizational Skills

• Excellent organizational and time management skills with the ability to prioritize tasks.
• Strong attention to detail and accuracy in data entry and financial tracking.
• Ability to manage multiple responsibilities and meet deadlines.

Communication & Interpersonal Skills

• Strong written and verbal communication skills.
• Ability to take accurate meeting minutes and prepare professional reports.
• Excellent people skills, professional demeanor and ability to interact effectively with staff, board members, and external partners.

Other Requirements

• Valid driver’s license and reliable transportation (for mail collection and errands).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to take on additional duties as assigned by the President.

Preferred

• Experience working with public agencies, community organizations or mission‑driven developers.

LOCATION

Tulsa, OK.

This position is place-based and will require residency in the Tulsa area.

COMPENSATION

Commensurate with education and experience with a bonus potential.

BENEFITS

15 vacation days, 12 sick days, 12 paid holidays, paid personal day, medical, dental and vision insurance, health savings account, flexible spending account, dependent care flexible spending account, retirement, and savings plan/401(k) match, group life insurance, short‑and long‑term disability, parental leave, sabbatical leave, professional development and much more!

HPN is committed to creating a diverse and equitable environment and is proud to be an equal opportunity employer. HPN recruits, employs, trains, compensates, and promotes regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status and other protected status.