Job Posting: Office Manager (Boston,MA)

JOB ANNOUNCEMENT

 

The International Institute of New England a nongovernmental, not-for-profit, New England-based organization dedicated to addressing the needs and rights of refugees and immigrants, is seeking an Office Manager for its Boston office.

A dynamic, forward-looking, smart and rapidly growing non-profit organization, we seek well-qualified, solutions-focused candidates who are experts in their respective fields.  Candidates need to approach issues creatively and thoughtfully. In addition, all candidates should possess the following set of qualifications:

  • Excellent verbal and oral communication skills
  • Excellent organizational and time management skills
  • Detail-oriented, able to multitask and meet deadlines
  • Self-motivated, able to work in a team and independently

Note: (Certain/This) position requires great flexibility and willingness to travel. A valid driver’s license, insurance, a clean driving record, and personal transportation (may be/is) required.

 

Available Position:              Office Manager

Salary:                                    Commensurate with experience.

Status:                                    Full Time

 

Overview:

The Boston Office Manager has overall responsibility for the facility that houses the International Institute of Boston and the International Institute of New England, provides administrative support to the operation of IIB, and manages the front desk.  Primary responsibilities include:

 

Duties and Responsibilities:

FRONT DESK

-        Create a professional and friendly atmosphere for all staff, clients, and visitors.

-        Manage the opening and closing of the site daily, coordinating with the Evening ESOL staff to ensure appropriate closure of the office.

-        Manage and triage daily voicemails and emails in the general account.

-        Actively greet people visiting the office. Determine the purpose of their visit and direct them to the proper place.

-        Answer and route a high volume of phone calls; take accurate messages, and screen calls for Site and Administrative Directors.

-        Refer to staff calendars on outlook to ensure prompt responses to phone calls from clients and providers who help serve our clients.

-        Provide accurate, service-oriented responses to a wide variety of inquiries, both in person and via phone, while maintaining Institute standards and confidentiality policies.  Refer to manuals, calendars, and the database to answer client and visitor questions.

-        Provide information to the public about the organization, its mission, and its services.

-        Hear and settle complaints from clients and visitors.

-        Schedule client appointments, and maintain appointment calendars.

-        Track all non-clients service requests in designated database.

-        Maintain the Reception Binder and have appropriate materials on hand for all clients and visitors.

-        Ensure that the reception area, conference rooms, and common areas are clean, organized, and uncluttered.

-        Orient and train new staff and interns in office procedures and use of office equipment, including front desk coverage.

-        Schedule coverage for own lunch breaks and absences.

ADMINISTRATIVE MANAGEMENT

-        Maintain the Boston site program schedule.

-        Coordinate administrative purchases for IIB in consultation with the IINE Operations and Human Resources Coordinator.

-        Ensure that all IIB staff complete travel and expense reimbursements in a timely manner; reimbursements need to be approved by the Site Director.

-        Review and distribute incoming mail, packages, and faxes; handle all outgoing mail and packages.

-        Check the fax machine at day’s end and distribute or discard any remaining faxes, and review and distribute any other printed materials that have not been collected by the end of the day.

-        Inventory beverage, office, and computer supplies; order when stock is low, assigning purchases to the appropriate contract or program.

-        Ensure interns/volunteers sign in/out daily; email tracked hours monthly to the Development office.

-        Receive, maintain, and distribute in-kind goods and services, email reports on each to the Development office as they are received, and coordinate with the Development Office on the execution of thank you notes to each donor.

-        Update and distribute the Employee Directory and Staff Language List monthly to all staff members.

-        Assist with meetings and events; process party and lunch catering orders as requested. Help set-up and break down rooms for events.

-        Provide other clerical/administrative tasks and special projects as needed.

-        Work with the Site Director and IINE leadership to ensure that all employees are alerted about winter and other weather-related closings.

-        At the direction of the Site Director, post open position openings on job sites and the IINE website, continuously looking for new places to search for qualified candidates.

-        Support project-based data entry as requested.

 

FACILITIES MANAGEMENT

-        Serve as the primary point of contact on all facilities issues related to the International Institute of New England and its Boston site.

-        Ensure that any documents or certifications related to the Institute’s occupancy of 2 Boylston Street are current.

-        Work directly with vendors and contractors, either by telephone, email or fax, with immediate response time on all inquiries and requests; handle and resolve inquires by obtaining and evaluating all relevant information to direct the issue to the proper resource.

-        Ensure that all Boston vendor contracts are updated in the IINE central database (G Drive) with the most updated version of the contract, expiration date, terms, contact information, and other relevant information.

-        Monitor the quality of work performed by vendors of the Boston site and make recommendations to the Site Director for changes in vendor relationships.

Perform all other duties assigned by supervisor.

 

Qualifications:

-     Bachelors Degree in related field (International Relations, Business Administration, Non-Profit Management, etc.) and at least 1 year of related experience.

-     Strong writing skills (writing sample required).

-     Highly proficient in Microsoft Office.

-     Ability to work respectfully in a multicultural environment.

-     Prior or current interest in refugees and immigrants.

-     Effective communication skills.

-     Ability to multi-task in a fast-paced environment and process unexpected duties and deadlines.

-     Excellent organizational and problem-solving skills.

 

Physical Demands:

-        Use of manual dexterity, tactile, visual, and audio acuity.

-        Use of repetitive motion, prolonged periods of sitting, and sustained visual and mental applications and demands.

-        Occasional lifting (up to 25 pounds), bending, pulling, and carrying.

 

To Apply:

Please send your cover letter, resume, and salary history to Human Resources (HR@iine.us) with your name and position in the subject line. Qualified applicants will be contacted; references will be required at time of interview. Please note, this position is dependent upon funding obtained through year-to-year grants and contracts. Loss of funding may impact the continuation of the position in any given year.

 

No telephone calls please.

Position will remain open until filled.

The International Institute is an Equal Opportunity Employer.

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