Help wanted — Office Manager

(posted July 8, 2021)

Are you a person who can quickly “connect the dots” in any situation and see the entire picture clearly? You may be the self-motivated problem-solver who we need.

Mon Valley Initiative, an award-winning community development corporation serving residents of Allegheny, Washington and Westmoreland counties, is looking for an office manager. This new position will help keep our Homestead and Charleroi offices running smoothly.

A successful applicant will be well-organized and able to keep track of multiple tasks at one time. They will track maintenance requests from our tenants and help coordinate maintenance responses promptly and efficiently.

They will assist MVI program staff with maintaining and organizing filing systems (both electronic and paper); tracking expenses and wages; ordering supplies and making travel arrangements; maintaining relationships with vendors and suppliers; and other duties as assigned.

The ideal person for this position is a team player who enjoys working with other colleagues to complete tasks, and who recognizes and handles confidential information appropriately. They value excellent customer service and attention to detail, and are able to work without direct supervision when necessary. They embrace working with a diverse array of people from different social, economic and cultural backgrounds.

This position requires someone with a strong understanding of Microsoft Office applications (especially Word, Excel and PowerPoint) and recent experience with customer-relationship management (CRM) databases — preferably Salesforce.

A complete job description follows below this ad.

Mon Valley Initiative is an equal-opportunity employer that prides itself on creating a respectful environment both for employees and the people whom we serve. We do not discriminate on the basis of race, religion, color, gender, sexual orientation, gender identity, age, national origin, political beliefs, marital, family, disability or military status.

To apply, send a cover letter and resume to:

Joey-Linn Ulrich
Chief Operating Officer
Mon Valley Initiative
Dept. NPT
305 East Eighth Ave.
Homestead, PA 15120

Or email mvijobposting@gmail.com.

Please, no phone calls.

Applications will not be considered complete without both a cover letter and resume.

Applications will be accepted until this position is filled.

POSITION TITLE: Office Manager
DEPARTMENT: Administration
SUPERVISOR: CEO
SALARY RANGE: $40,000 to $50,000

SUMMARY:
Coordinate programmatic and operational tasks across MVI’s direct program areas, as well as provide administrative support to the CEO, COO and CFO in a manner that facilitates the accomplishment of MVI’s programmatic and organizational objectives in a high quality and efficient way. Particular emphasis is given to the support of MVI’s rental property portfolio, data management process and a variety of office management tasks. This position will be vital in building and maintaining strong positive relationships with MVI staff colleagues as well as MVI stakeholders and partners.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

Manage the MVI rental property maintenance line:

Use excellent customer service skills to handle messages left on the maintenance line, responding promptly to tenants and coordinating with MVI maintenance team
Enter tasks into maintenance database (Jobber) and coordinating closely with MVI maintenance team and others to ensure that follow up occurs (at property and in the Jobber system)

Coordinate and facilitate across departments on program support issues, including:

Assist with management of staff PTO scheduling and oversight of tracking system
Train staff on use of office equipment and provide technology troubleshooting
Maintain relationships with office service vendors and suppliers while keeping track of contract expiration dates, renewals and searching for new services when directed
Coordinate with office cleaning vendor/assigned staff to ensure that overall office appearance and cleanliness is being properly maintained
Coordinate the ordering of office supplies
Maintain current vendor certificates of insurance and W9 forms
Prepare specified Purchase Authorization Forms for weekly office invoicing
Pull electronic billing for processing on a weekly basis
Assist CFO with preparing deposits
Provide back-up to CFO for payroll review items
Assist COO with procurement and bid processes
Organize and maintaining electronic and paper filing systems as needed and directed

Update, maintain, and review relationship management data in MVI’s customized Salesforce system, through close cooperation with COO, Communications Manager and Community Outreach staff, including:

Generating reports and conducting data quality reviews
Supporting data entry processes as needed.
Managing the donor and sponsor lists and keeping all data up to date
Manage “Thank You” letter preparation for donations and in-kind contributions
Assist with training and on-boarding new staff members in Salesforce
Attend any Salesforce trainings to ensure system is updated for organization

Support effective Board and Committee meetings, including:

Work with Management team members to assemble and distribute meeting packets
Prepare board and committee meeting minutes as assigned
Ensure that complete records are kept of information shared and gathered at meetings
Coordinate hospitality and technology needs for the meeting.

General office operational tasks as needed:

Coordinating staff coverage and hours between Homestead and Charleroi offices
Coordinating when needed travel schedules for MVI staff related to events, conferences, etc.
Supporting special event coordination across program areas
Assist when needed with answering and directing calls
Coordinating mail (and faxes) review and distribution
Assist with mass/bulk mailings as needed
Other duties as assigned.

PERSONAL ATTRIBUTES:

• Team player who demonstrates positive and cooperative work style.
• Ability to recognize and handle confidential information appropriately.
• Self-motivated problem-solver who demonstrates initiative.
• Ability to exercise sound business judgment, and perform without close supervision.
• Strong customer service ethic for both external and internal partners.
• Exhibits curiosity and strives to develop new skills and deeper levels of understanding.
• Good interpersonal skills, with ability to work well with people of various backgrounds, abilities and interests.
• Ability to prioritize and organize work, perform duties with accuracy, and meet deadlines.
• Shares information and encourages learning among others.

EDUCATION and/or EXPERIENCE:

• Related degree or comparable experience.
• Highly skilled with MS Office software (particularly Microsoft Office Suite).
• Experience with CRM systems—Salesforce preferred.
• Successful experience in a fast-paced, high-performance team environment.

REQUIREMENTS:

• Willingness to work flexible hours, including evenings and occasional weekends
• Full-time access to a vehicle
• Valid driver’s license
• Appropriate car insurance
• Position includes frequent standing, walking, verbal communications, including telephone contact, and travel between facilities.