Office Manager

COME JOIN OUR TEAM!
You have goals and dreams that matter to you. Let’s see if we align!

We are looking for the right person to help us make the homeownership dreams of the 800+ customers who come through our Homebuying Center come true! If you have a passion for Baltimore City and a desire to help people buy homes, we would love to talk to you.

OUR MISSION

Neighborhood Housing Services of Baltimore is a well-established nonprofit organization with a team-oriented work environment. NHS of Baltimore’s mission is to spark renewed vitality in neighborhoods by engaging our community partners, increasing sustainable homeownership and advancing capital solutions. We are looking for an experienced Office Manager to join our growing team in Baltimore, Maryland.

POSITION SUMMARY
The Office Manager is responsible for managing and providing support in the areas of employee resources, information technology, administration and vendor management. This individual will support company operations by maintaining office systems, organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems and other general administrative duties.

ESSENTIAL FUNCTIONS

  • Coordinate new-hire orientation process, including onboarding, benefits enrollment/review and payroll setup, supplies acquisition and equipment setup.
  • Ensure employee files are securely stored, especially sensitive or confidential employee
  • Ensure Employee Handbook is updated annually, and addendums are added, as needed.
  • Maintain employee files in accordance with Maryland law and make sure all employee files are complete, including the most recent version of the applicable job description.
  • Support NHS leadership in coordinating training resources and opportunities for staff, and track organizational-wide utilization of those resources.
  • Manage employee benefits, including health insurance, retirement benefits, Workers’ Compensation and others.
  • Coordinate exit interviews and ensure all processes are completed and all NHS property is collected when an employee leaves the organization.
  • Coordinate all special technology projects with IT partners, as needed.
  • Manage Help Desk requests in a timely manner, quickly diagnose any IT issues and apply appropriate solution.
  • Prepare reports for program directors.
  • Attend meetings and events at Executive Director’s request.
  • Track IT inventory and equipment purchasing schedules.
  • Develop and maintain robust organizational vendor management system.
  • Research and prepare vendor contract proposals and provide guidance to the Director of Administration on best options.
  • Manage office supply inventory and ordering process for staff.
  • Ensure office equipment is maintained and working properly and coordinate any building-related issues with the property management company.
  • Serve as contact person and representative for site-specific administrative issues, including NHS properties and offices.
  • Ensure insurance and bonds for NHS are up to date and maintained accordingly.
  • Participate in the development and maintenance of an Organizational Procedures Manual.
  • Coordinate staff scheduling, placement and office logistics, including remote work and office space scheduling.
  • Assist with other organizational projects, as needed.
  • Complete other duties as assigned.

SKILLS, KNOWLEDGE AND ABILITIES REQUIRED 

  • 3-5 years of experience working in office administration.
  • At least 1 year working in office management or a high-level administrative support role.
  • Experience onboarding new employees, information technology or general HR knowledge is a plus.
  • Experience working in a nonprofit environment is preferred.
  • Exceptional time management and organizational skills. Strong attention to detail.
  • Outstanding interpersonal skills and ability to work well in a team environment and independently.
  • Demonstrated ability to successfully prioritize deadlines and tasks with competing demands and priorities.
  • Strong analytical and problem-solving abilities.
  • Excellent written and verbal communication skills.

TECHNICAL SKILLS

  • Experience using database systems that allow for management of all reporting areas.
  • Advanced knowledge of Microsoft Office 365 Suite.
  • Ability to create reports using Excel and other software, as needed.

EDUCATION

  • Bachelor’s degree in business or related field is preferred.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, smart phones, office phones, photocopiers, filing cabinets and fax machines. The noise level in the work environment is usually moderate.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit for long periods of time, stand; walk; use hands to finger, handle or feel; and reach with hands and arms and requires the ability to occasionally lift office products and supplies up to 25 pounds.

The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

TO APPLY: 

This position offers a competitive base salary, excellent benefits, and a great working environment. Candidates interested in applying for this position should submit a resume and cover letter to hr@nhsbaltimore.com.

 

Neighborhood Housing Services of Baltimore is an Equal Opportunity
Employer/M/F/Disability/Vet.

To register for the NHS Homebuyers' Education class, please click the button below.
Click Here to Register
+