La Paz Chattanooga is the leading Latino organization in southeast Tennessee. Our team is bilingual, bicultural and skilled at meeting the needs of, and engaging with, the diverse Latino community. La Paz Chattanooga seeks an additional team member that holds a commitment to the advancement of the Latino community. The Office Manager reports to the Executive Director and performs a broad variety of critical support and administrative tasks for the organization, frequently in a confidential manner. This position is responsible for the overall office and administrative support for the organization.
KEY RESPONSIBILITIES
Operations
● Ensure that the office runs smoothly by ordering supplies, trouble-shooting IT and other maintenance issues, and being proficient in all building systems, including but not limited to alarms and doors, fire alarm, sprinklers, and HVAC
● Manage facilities contractors including but not limited to IT, security, cleaning, facilities, landscaping, and maintenance
● Responsible for all vendor management, which includes ordering equipment, managing and
monitoring service levels, invoice reconciliation, and addressing unsatisfactory vendor services
● Serve as primary IT liaison between staff and external IT service providers
● Maintain and update computers, phones, server, copier, and other equipment as needed
● Manage reservation process for groups renting out the building
Administrative
● Perform basic bookkeeping tasks including bill pay, check distribution, weekly deposits, invoicing, and financial tracking
● Maintain board/staff records, governing documents, and policies
● Maintain organizational files and documents
● Coordinate insurance coverage and vacation/sick time schedules for staff
● Support the staff with travel arrangements and meeting scheduling and logistics, including ordering catering, preparing agendas, and taking minutes
● Perform general administrative support across departments
Finance
● Process and make timely deposits of donations.
● Work with an outside bookkeeper to ensure processing of all bank, investment, and credit card reconciliation reports along with monthly financial reporting
● Monitor incoming cash from special events
● Responsible for accounts payable processes including vendor relationships, timely payment of all invoices, and accurate record keeping
● Responsible for management of a petty cash account
● Work alongside an auditor for yearly financial audit
● Conduct reference and background checks on prospective employees and board members
● Prepare and maintain all personnel files
● Assist with orientation for all new employees
● Maintain employees' accumulated leave amounts and ensure supervisors approve all leave requests
Development and Donor Cultivation
● Track philanthropic requests, pledges, and contributions
● Manage gift acknowledgement in a timely manner
● Manage and update donor database
● Support donor communications functions by generating mailing lists, creating mail merges, and ensuring timely and accurate mailings
● Issue invoices and collect payments in a timely manner
● Track and manage ticket sales/sponsorships, capture new donor information, and create financial reports for events
● Provide administrative support for special events including data management, mailings, marketing, and other initiatives
QUALIFICATIONS
● Applicant must be highly organized, self-motivated and professional
● Excellent interpersonal skills
● Previous executive-level administration experience preferred
● Excellent attention to detail, strong organizational skills, and the ability to work independently
● High proficiency in Microsoft Office software including Word, Excel, PowerPoint
● Excellent written and verbal communication skills
● Proficiency in CRM software highly desired
● Ability to establish and maintain positive working relationships with others, both internally and externally to achieve the goals of the organization
● Bilingual a plus
● Communications experience a plus
Position & Compensation: Operations and Administration Manager is a full-time role earning $45,000 a year. Additionally La Paz provides a health and communications stipend of $350 a month totaling $4,200 annually.
Email resume to jobs@lapazchattanooga.org.