Office Manager

INFRA; Saint Paul (MN); On-site; USD 57,500 - 84,000; Full time

Benefits offered by this job

Health insurance

Dental & Vision insurance

Disability insurance

Life insurance

Flexible spending account

Health savings account

401(k) with company contributions

Paid vacation and sick time

Hybrid work 5 days/week

Job summary

INFRA is seeking an Office Manager to be the heart of our Saint Paul office, coordinating reception, facilities, and administrative tasks. You will manage visitors, calls, mail, and in-office operations while supporting cross‑department projects and events.

This role offers growth with a mission‑driven team in a hybrid work setting. Ideal candidates have 2 years in office management, strong MS Office skills, and experience in a stand‑alone office environment.

Qualifications

• 2 years progressive experience in office management.
• Advanced proficiency in Microsoft Office.
• Experience with SharePoint and CRMs is preferred.
• Familiarity with project management software and accounting systems is a plus.
• Strong data entry, analysis, and reporting skills are required.
• Event planning or support experience is highly desirable.
• Excellent attention to detail, communication, and organizational skills.

Responsibilities

• Reception: welcome visitors, answer calls, direct inquiries, manage inventory and samples.
• Office & Facilities Management: maintain a safe, clean, and functional office; manage maintenance and supplies; liaise with vendors.
• Administrative Support: organize materials, collaborate with marketing, member success, purchasing, and People & Culture.
• Meeting & Schedule Coordination: schedule meetings, arrange resources, coordinate calendars.
• Event Support: assist with company, partner, or community events and logistics.
• Learning & Growth: collaborate with team to improve processes and INFRA experience.

Skills

Office management

Microsoft Office

SharePoint

CRM software

Project management

Accounting systems

SaaS tools

Data entry

Analysis

Reporting

Event planning

Communication

Organization

Attention to detail

Education

Associate degree

Tools

SharePoint

CRM software

Project management software

Accounting systems

SaaS tools

Job description

About this position

INFRA internal employee team only. Applications due by 5pm Tuesday July 18th.IndependentNatural Food Retailers Association (INFRA) is seeking anOfficeManagerfor our growing team.If you thrive in a role that relies on effective communication and is equalpartspeople, details, planning, andresponsiveness, pleasesubmityour resume and cover letter!

INFRA is a cooperative association of more than400independently owned natural food retailers serving hundreds of communities in49states plus DC & Puerto Rico. Through collective buying power, operational support and exchange, events and education, and innovative marketing programs, we help member businesses thrive in step with their values and communities, a fast-changing industry, and the planet we share.

As OfficeManager, youwill be the heart of the office.Settingthe tone forvisitors, partners, and staff as they enterour facility,this role will highlight your abilitytowork with people andshowcaseyourrange ofbusinessskills.You willseamlesslymanage various responsibilities simultaneously,creating an amazing INFRA experience throughtop-notchoffice & facilities operations,reception,administrative support,event support,adminsupportandmore.This is an ideal role for someone with business experience looking to grow their career with a team making a difference.

What you will own and improve:

Reception

Welcome andassistvisitors, manage incoming calls,direct inventory and samples,and handle general inquiries.

Office & Facilities Management

Responsible for top to bottom of office. Ensure a safe and comfortable working environment. Ensure all office spaces, includingcommon areas, conference rooms, storage rooms, kitchen, and exterior spaces are clean and kept in top working order throughout each day.Manageall in-office administrative and operational tasks as needed.Manage facilities,office maintenance, repairs, and upkeep.Identifyareas for improvement and implement solutions to enhance overall office productivity.Manage mail,suppliesandinventory,includingshipping,tracking, ordering, and sourcing items.Track and manageoffice- and event-relatedexpensesagainst annual budget, ensuring cost-effectiveness.Liaise with vendors and service providers for various office needs(cleaning,groundswork, phones,security,etc),maintainservicecontracts, and ensuretimelydelivery of services and products.On-call availability for off-hoursbuilding needs.

Administrative Support

Collaborate withINFRA teamsto order, print, and/or organize promotional materials, event materials, swag, etc.Work closely with different departments, such as marketing, member success,purchasing, and People & Culture, to support all organizational goals.Provide backup/partnershipto Accounting, People & Culture, and other administrative tasks as needed

Meeting & Schedule Coordination

Support in schedulingand coordinatingmeetings, appointments, and events(internal and external).Arrange necessary resources for meetings, such as rooms and equipment.Order and/or direct food deliveries as needed.Manage calendars, schedules, and appointments for both regular office activities andspecial events.Coordinate with internal teams and external vendors to ensure smoothoperations.

Event Support

Support, coordinate, and/orexecute variouscompany,partner, or communityevents, meetings, and conferences.Handlelogistics, including cateringand audio-visual requirements.Support communications as needed.Attend events as primarysupport orhostas needed.

What you already know:

2years’ progressive experience inofficemanagementpreferably in professionalservices-based organizations(association,legal, accounting,etc).Knowledge of the food industry strongly preferredAssociates Degreeor advanced training in business administration,or 2additionalyears' experienceExperience working in a stand-alone office with facilities needsrequiredDynamic interpersonal skills and understanding of how to work in a collaborative, thoughtful, and nimble environment with a spirit of support andassistance.Advancedproficiencyin Microsoft Officerequired. Preferred experiencewith SharePoint, CRMs, Project Management software,Accountingsystems, and/orwith other SaaS tools.Strong skills in data entry, analysis, and reporting, including experience with associated technologyEventplanning or supportis highly desirableDemonstrated project, organizational, and stress management skills; able to proactively prioritize and seamlessly perform multiple tasks in a cool, collected manner.Excellent attention to detail,planning,communication, and follow through.Forward-looking thinker withdemonstratedproactive problem-solving skills. Teammemberwho activelyseeksopportunities and proposes solutions.Situationallyappropriate communicator. Balance of empathy, directness, and tact when managing sensitive or confidential situations.Proven ability to handle confidential information with discretion.Must be able to lift50lbs, climb, stoop, reach, and do computer work.Periodic local travelrequired, must have a validdriverslicense and be able tooperatea vehicle.

*This role is based in our St Paul MNoffice, andrequiredto work in-office as a part of our hybrid workforce 5 days/week. Somenight,weekend, or offsite workrequired.

What you will learn:

How to effectively collaborate toaccomplishgoals with our INFRAteam, our Board of Directors, and stakeholder partners.How INFRA is driven by member needs and opportunities, aspiring to bring them to the forefront of innovation. We have a diverse network of partners and memberswithdifferent sizes, needs, and cultures. You will learn how to communicate with, connect with, and develop strong relationships with our partners and our staff.How to create deep relationships with all INFRA partners and staff. Further, how tobuild onthose relationships to create connections, all in the service of the best outcomes for the INFRA association.

INFRA is committed to creating an inclusive workplace. We know that diversity of identities, experiences, and ways of thinkingresultin stronger lives for all our members and the communities we serve. Research shows that systemically excluded communitiesmay be less confident in applying for positions where as little as one skilldoesn’tappear to fit – we welcome your resume and encourage you to apply.

INFRA is a mission-driven organization that strongly believes in rightful living. We provide our employees with robust technology, collaboration, professional development, hybrid work options, flexible schedules, work-life balance, and time in person with our tight-knit team, partners, and members. Each of us receives a full suite of employee benefits including paid vacation and sick time; health, dental, vision, disability, and life insurance; flexible spending; a health savings account; 401(k) company contributions; and more.

Job Details:Status:Fulltime, exemptReports to:Accounting Manager. Location: INFRAHQ, Mustbe able to work fromSPO5 days/week Hours requirement: Occasional nights/weekendsand offsite work requiredPay information:$57,500 – $72,000 – $84,000