Part time Office Manager
Position: Office Manager
Reports to: Chief Financial Officer
FLSA Status: Non-Exempt Part Time (up to 32 hours per week)
Summary: An integral part of the Charlotte Community Foundation’s team responsible for maintaining business and facility resources to support the foundation’s operations and staff.
Send Resumes to : CCF@charlottecf.org
Specific Responsibilities:
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Execute and maintain documentation of procedures related to CCF, facility management and business operations
Facility Management:
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Oversee usage of Community Meeting Spaces and activities on the foundation’s campus
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Generate and maintain communications and notifications with users
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Maintain knowledge of events and communicate with staff regarding attendees and activity
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Oversee usage calendars; ensure supplies, equipment and staffing are in place to support usage needs
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Manage and maintain contracts, obligations, and coordinate scheduling with external vendors
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Communicate with management for the purposes of defining scope of work to attain quotes for contractual work and communications to leadership regarding the current phase of on-going projects or up-coming scheduled work
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Coordinate, schedule, and supervise: required inspections, approved routine maintenance, general upkeep, repairs and restorations needed
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Contributes to capital expense budget of future needed repairs and improvements to the foundation facilities and related systems
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Coordinate certain upkeep, and maintenance duties such as paint touch up, lightbulb replacement, weed control to ensure a safe and clean work environment
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Coordinate and contribute to the set up and breakdown of special events at the foundation or off-site events where the foundation is presenting, as needed
Business Operations:
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Support coverage of the Reception Desk, including providing information, training and scheduling of staff
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Responsible for maintenance of Profile information within the foundation’s database, while maintaining operations-related file server structure and data backup protocols
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Prepare and post the receipt of donations, tenant payments, and create invoices as needed
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Support internal human resource needs by participating in onboarding and providing initial basic technical support for business systems and manage escalations, as needed
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Ensure accuracy of operational and facility expense invoices
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Work within budget to procure office supplies, workstations, software, office equipment and furniture
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Complete additional tasks as assigned
Job Requirements:
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At all times, keep Chief Financial Officer up-to-date on areas of responsibility
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Highly organized, dedicated to quality and accuracy with advanced computer skills and able to manage multiple projects simultaneously
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As local knowledge and proximity are considered valuable assets for this role, preference will be given to candidates who reside in Charlotte County, Florida.
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Project management skills, ability to multitask, work in fast-paced environment under deadline pressure
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Proficient with Microsoft Office suite (Excel, Word, PowerPoint, etc.)
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Willingness to become proficient with Foundant database software
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Associates Degree preferred; or three to five years related experience and/or training; or equivalent combination of education and experience
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Clean criminal history; subject to background check
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Valid Florida driver's license
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Ability to lift 50 pounds occasionally
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Ability to safely climb a ladder
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Committed to highest ethical standards, honesty, integrity, and team player, professional in manner and appearance, courteous and a positive “can do” attitude
