The office manager will be proactive, and people-oriented who will oversee the day-to-day operations of our office. This role is responsible for ensuring a smooth, efficient, and professional workplace by managing administrative processes, supporting staff, coordinating facilities and vendors, and maintaining a positive office environment. The ideal candidate is a strong multitasker with excellent communication skills and a service-oriented mindset.
KEY RESPONSIBILITIES
Oversee daily office operations, including reception, mail handling, office supplies, and general administrative support. Manage facilities-related tasks such as coordinating maintenance, repairs, cleaning services, and office layout or space planning and will maintain a log of all maintenance and facilities issues. Handle vendor relationships, negotiate contracts, and process invoices for office services, equipment, and supplies. Support human resources functions as needed (e.g., onboarding logistics, timekeeping assistance, employee events, and maintaining office policies). Maintain an updated log / tracking system for all medical records requests as determined by Children's Harbor policies. Keep the medical records room organized and updated, serve as the point of contact for requests and responses regarding medical records, and assist with any projects related to storage and digitalization. Coordinate meetings, travel arrangements, and company events or gatherings. Maintain office systems and technology (printers, phones, software tools, inventory tracking) and liaise with IT support when required. Produce budget reports, track expenses, and ensure cost effective operations. Enforce office policies and procedures while fostering a collaborative, inclusive, and productive work culture. Serve as a primary point of contact for employees, visitors, and external partners on operational matters. Enter updates and track project assignments in ASANA Identify opportunities to improve efficiency, reduce costs, and enhance the overall employee experience.
INTERPERSONAL COMMUNICATION
Alert, friendly, unassuming, and capable of communicating with donors, board members, and general public. Must deliver excellent customer service. Must have high integrity and ability to maintain confidentiality of all information received. Must maintain an organized, efficient, and accurate system of managing the daily work. Must exercise good judgement, have a high level of initiative, and require very little supervision. Must have a high level of professionalism in both his/her attitude and interactions, effective verbal and written communication skills with staff and general public, and understanding of our mission as a whole, as well as the mission of each program.
REQUIRED QUALIFICATIONS
Proven experience as an Office Manager, Administrative Manager, or in a similar administrative leadership role (typically 3+ years). Strong organizational and time-management skills with the ability to prioritize multiple tasks in a fast-paced environment. Excellent written and verbal communication skills. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and common office productivity tools; familiarity with basic accounting or expense-tracking software is a plus. Demonstrated ability to handle confidential information with discretion. Strong interpersonal skills and customer service orientation. High school diploma or equivalent required; associate or bachelor's degree preferred.
Hours:
Full Time FLSA Status:
Salaried/Exempt Employment:
At-Will/Regular Equipment/Tools/Work Aids Cell phone Valid Alabama driver license Computer
ACCOUNTABILITY
Supervised by
Family Center Director Pay:
$49,000.00 - $59,000.00 per year
Benefits:
401(k) Dental insurance Employee assistance program Employee discount Flexible schedule Health insurance Life insurance Paid time off Retirement plan Vision insurance
