Office Manager

About the Organization:
80,000 youth ages 16-24 in the San Francisco Bay Area are disconnected from employment and education. Without connecting to school and work, these young people are at high risk to be poor, unemployed, homeless, or incarcerated throughout their adult lives. All youth should have the opportunity to transition to a fulfilling, economically sustainable adulthood.

At New Door Ventures, we believe youth are assets. To connect young people to paid jobs and support, we offer two programs (Employment and Education) across two regions. An experienced, professional operations team of four – led by New Door’s COO – provides support to the program team in administration, facilities, finance, human resources, IT, and operations. New Door is currently seeking an operationally strong, tech savvy, Office Manager to join the operations team.

About the Team:
New Door’s Operations team is critical to the success of our program staff and youth. The team includes COO, Director of Finance and Administration, Director of People Operations, and a Payroll Accountant who take seriously the responsibility for “keeping the lights on” for New Door Ventures. Together, they ensure that New Door staff has what they need to provide exemplary services to our youth while they experience an efficient, supportive work environment.

The successful candidate for this position will self-identify as organized, efficient, and adaptable and be comfortable managing up, down, and sideways. The Office Manager plays three key roles: 1) office administration and operations support 2) technology, communication and Microsoft systems management and 3) administrative executive support. The role is hands-on and based in New Door’s San Francisco (Mission District) headquarters location. Occasional travel to, and support of, our East Bay program team and two SF social enterprise locations is required.

A typical day for New Door’s office manager includes managing all components of a 20+ person office. Over the course of the week our office manager ensures that: laptops are set up and working properly; the office and kitchen are clean, presentable, and fully stocked with supplies; maintenance issues are solved; deliveries are coordinated; mail is sorted, distributed, and sent; remote offices are supported; vendors are managed; birthdays are celebrated; in-office interview candidates and guests are welcomed warmly; desk and office assignments are sensibly made; office events are organized; off-sites are scheduled; travel is coordinated; storage rooms are organized; meetings are scheduled; phone messages are taken and distributed; youth paychecks and incentives are delivered; and youth are onboarded to online HR systems. In short, you’ll make sure that our office runs like a marathoner setting a personal record.

Office Administration and Operations Support Responsibilities:

  • Administrative support to our CEO, HR and Finance functions
  • Board meeting preparation and other board gathering support as requested
  • Calendar management for organization-wide meetings and special events
  • Facility management
  • Kitchen and Office Supply Management
  • Responsibility for office budget line items as well as confidential information regarding finances and staff
  • Mail management including postage meter
  • Facilities support ie: maintaining current lists of vendors and contractors; initiating contact and managing facilities service
  • Storage room management
  • Resource for youth reception staff and manager

IT and Telecomm Responsibilities:

  • IT management including Office 365 and SharePointOnboarding new staff to technology systems
  • Computer inventory management, including assigning computers to new staff and replacing laptops for existing staff when needed
  • Removing exiting staff from tech access and preparing laptops for reassignment
  • Management of New Door computer lab technology and supplies
  • Management of phone system and telecommunications including phone system, New Door-owned cell phones
  • Primary contact with contracted IT service provider; ensures contract is properly implemented

Administration and Executive Support:

  • Office event organization and execution (monthly all-hands meetings and special events)
  • Board meeting preparation and other board gathering support as requested
  • Scheduling support for CEO and other organizational leaders
  • Engagement with decision-making processes for systems changes (ie: executive expense reports, tech recycling, and supplies management)
  • Support for organizational event planning

Preferred Qualifications & Skills:

  • 1-3 years of administrative office management experience, non-profit knowledge preferred
  • Collaborates effectively with others and honors New Door’s “step forward, step back” team norm
  • Exceptional interpersonal skills, a builder of mutually beneficial relationships
  • Adaptable, able to perform to a very high standard in changing circumstances
  • Positive, socially capable, and highly culturally competent
  • Excellent written and verbal communication skills and attention to detail
  • Strong organizational and technical skills – able to develop systems of organization with minimal direction
  • Project Management experience (knowledge of “MOCHA” or “RAPID” a plus)
  • Takes initiative and uses evidence to learn, identifies ways to improve processes and comfortable making quick decisions with available facts.
  • Organization wizard, who thrives on creating scalable, easy to implement systems
  • Fast typist, comfortable with document formatting
  • Proficiency and experience with data management
  • Initiative and time management; comfortable seeking information and asking for help when needed
  • Driver’s license and a clean driving record, as well as the ability to drive a rental car (ZipCar or Getaround)
  • Desired, but not required: Bilingual language capabilities, preferably Spanish

Office Managers at New Door Ventures earn from the low $60’s annually dependent on experience. New Door offers a generous benefits package including: medical, dental, vision, matched 403(b) retirement savings plan, tuition reimbursement, 13 vacation days per year, commuter benefits, and 11 company holidays per year.

Organizational Benefits
New Door Ventures challenges staff professionally and provides ample professional development opportunities and on-the-job growth. New Door culture is stimulating and motivating, populated with dedicated, intelligent staff and a strong, established leadership team.

New Door Ventures is a safe space for all, regardless of race, gender, sexuality, country of origin, religion, or ability. Candidates from diverse backgrounds are strongly encouraged to apply. New Door Ventures is a 501(c)3 community-serving nonprofit and an Equal Opportunity Employer that strives to have a diverse team representative of the young people it serves.

How to Apply: Please send your resume and a thoughtful cover letter letting us know why you think you’d be a great addition to our team. Please include Office Manager, San Francisco in the subject line and email the resume and cover letter to: Submissions sent without a cover letter will not be considered.