Office Manager at Charlotte Community Foundation in Punta Gorda, Florida

Job Description:

Position: Office Manager
Reports to: Chief Financial Officer
FLSA Status: Non-Exempt Part Time (up to 32 hours per week)

This position is 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.

Specific Responsibilities:
Execute and maintain documentation of procedures related to CCF, facility management and business operations Facility Management, including:

o Oversee usage of Community Meeting Spaces and activities on the foundation’s campus
o Generate and maintain communications and notifications with users
o Maintain knowledge of events and communicate with staff regarding attendees and activity
o Oversee usage calendars; ensure supplies, equipment and staffing are in place to support usage needs

o Manage and maintain contracts, obligations, and coordinate scheduling with external vendors
o 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
o Coordinate, schedule, and supervise: required inspections, approved routine maintenance, general upkeep, repairs and restorations needed
o Contributes to capital expense budget of future needed repairs and improvements to the foundation facilities and related systems

o Coordinate certain upkeep, and maintenance duties such as paint touch up, lightbulb replacement, weed control to ensure a safe and clean work environment

o 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:

o Support coverage of the Reception Desk, including providing information, training and scheduling of staff

o Responsible for maintenance of Profile information within the foundation’s database, while maintaining

operations-related file server structure and data backup protocols

o Prepare and post the receipt of donations, tenant payments, and create invoices as needed

o Support internal human resource needs by participating in onboarding and providing initial basic technical support for business systems and manage escalations, as needed

o Ensure accuracy of operational and facility expense invoices

o Work within budget to procure office supplies, workstations, software, office equipment and furniture

o Complete additional tasks as assigned

 

Job Requirements:

o At all times, keep Chief Financial Officer up-to-date on areas of responsibility

o Highly organized, dedicated to quality and accuracy with advanced computer skills and able to manage multiple projects simultaneously

o As local knowledge and proximity are considered valuable assets for this role, preference will be given to candidates who reside in Charlotte County, Florida.

o Project management skills, ability to multitask, work in fast-paced environment under deadline pressure

o Proficient with Microsoft Office suite (Excel, Word, PowerPoint, etc.)

o Willingness to become proficient with Foundant database software

o Associates Degree preferred; or three to five years related experience and/or training; or equivalent combination of education and experience

o Clean criminal history; subject to background check

o Valid Florida driver's license

o Ability to lift 50 pounds occasionally

o Ability to safely climb a ladder

o Committed to highest ethical standards, honesty, integrity, and team player, professional in manner and appearance, courteous and a positive “can do” attitude. 

 

For immediate consideration, apply with resume today!

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