Office Manager Catholic Charities Southwestern Ohio

Catholic Charities USA; Fairfield (OH); On-site; USD 45,000 - 60,000; Full time

Job summary

Catholic Charities USA in Fairfield, OH, is seeking an Office Manager to oversee operations at their new location. This role aims to create an efficient environment, support program teams, and ensure client satisfaction.

The ideal candidate should have an associate degree and at least three years of experience managing office functions. Responsibilities include organizing daily operations, supervising staff, and managing food pantry services.

The position involves engaging with community members and working in a faith-based environment.

Qualifications

• 3 years of office management or administrative leadership experience.
• Proficiency in Microsoft Office and comfort with inventory systems.
• Ability to lift up to 25 pounds and support pantry operations.

Responsibilities

• Oversee daily operations of the Fairfield office.
• Supervise 1–2 reception staff to ensure excellent customer service.
• Receive and document food deliveries and donations.
• Maintain accurate records of donations, deliveries, and inventory.

Skills

Organizational skills

Project management

Supervision of staff

Customer service

Communication

Education

Associate’s degree or equivalent experience

Tools

Microsoft Office

Job description

Catholic Charities Southwestern Ohio – Fairfield, OH

Catholic Charities Southwestern Ohio is seeking a skilled Office Manager to lead operations at our new Fairfield location. This role is ideal for someone with social‑service experience, strong organizational and project‑management skills, and the ability to supervise staff, coordinate contractors and movers, manage volunteers, and run onsite services such as a food pantry.

You will ensure smooth daily operations, support program teams, and create a welcoming, efficient environment for clients, staff, and community partners.

What You’ll Do

Site Operations & Facilities Management

• Oversee daily operations of the Fairfield office to ensure a professional, client‑centered environment
• Coordinate logistics for the new site, including contractors, movers, vendors, and facility services
• Serve as the primary contact for building maintenance, cleaning, security, and other vendor relationships
• Conduct internal safety inspections, lead safety drills, and maintain high compliance standards
• Build and maintain positive relationships with other tenants and community partners

Reception & Administrative Leadership

• Supervise 1–2 reception staff and ensure excellent customer service
• Implement and monitor front desk procedures, scheduling, and visitor management
• Provide backup coverage for the front desk when needed
• Maintain office supplies, equipment, and inventory

Food Pantry & Volunteer Oversight

• Receive and document food deliveries and donations
• Monitor food storage for safety, cleanliness, and compliance with USDA and Shared Harvest guidelines
• Coordinate volunteers and support efficient pantry distribution
• Maintain ServSafe certification and ensure adherence to food safety standards

Compliance, Reporting & Quality

• Maintain accurate records of donations, deliveries, and inventory
• Ensure compliance with agency policies and safety regulations
• Participate in Continuous Quality Improvement and Risk Prevention Management committees
• Review client satisfaction surveys with leadership
• Complete required agency trainings

What You BringRequired

• Associate’s degree or equivalent experience in office administration, business, social services, or related field
• At least 3 years of office management or administrative leadership experience
• Strong organizational, multitasking, and project‑management skills
• Experience supervising staff or volunteers
• Proficiency in Microsoft Office and comfort with inventory or tracking systems
• Excellent communication, customer service, and problem‑solving abilities
• Ability to lift up to 25 pounds and support pantry operations

Preferred

• Bilingual in English and Spanish
• Experience in nonprofit or social‑service settings
• Knowledge of food safety standards and inventory control
• Experience working in multicultural or multilingual environments

Work Environment

Office setting with regular interaction with clients, staff, and volunteers. Occasional lifting of pantry items. Some evening or weekend hours for events or deliveries.

Organizational Responsibility

Employees must be willing to work for a Catholic, faith‑based agency and adhere to agency policies, including not publicly opposing Catholic teaching in speech, writing, or digital media.