Job title: Office Manager

Job Posting Date: June 28, 2024

Closing: Open until filled

FLSA Status: Non-Exempt

Location: Portland, Oregon

Category: Full-time

ORGANIZATION SUMMARY

Innovation Law Lab (Law Lab) is a 501(c)(3) nonprofit organization that leverages technology, law, and organizing to fight for immigrant and refugee justice.

JOB SUMMARY

The Office Manager is responsible for managing the daily operations of the physical office and remote work locations to create and maintain a productive work environment. The Office Manager supports the Director of Operations and works closely with the Director to maintain a safe and welcoming environment for all visitors, clients and stakeholders. The Office Manager provides stellar administrative and clerical support to achieve designated objectives within Innovation Law Lab’s diverse portfolio of work. The Office Manager is responsible for being available during the workday in the main Portland office and creates and manages systems and processes to greet and welcome clients, visitors, and others; checks guests in; coordinates day of services for the work that takes place throughout the Portland office environment and other legal and community education services, and provides culturally appropriate services for a wide variety of individuals. The Office Manager may often find themselves doing the day to day work of greeting and directing guests. The Office Manager oversees and manages the lobby, the conference spaces, and the educational spaces. The incumbent takes initiative to coordinate their own day-to-day workload in order to achieve the goals and objectives within their assigned portfolio. The Office Manager works closely with other team members, including the Receptionist and others within the Operations team, to support the delivery of a diverse array of goals, objectives, projects and programs that leverage law, technology and organizing to advance immigrant and refugee justice. The Office Manager performs a wide variety of administrative tasks including, but not limited to, general clerical support, data entry, conducting research, processing and preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing accounting support, making travel arrangements, and maintaining calendars and schedules. The Office Manager wears many hats, consistently supports team members with numerous projects, works independently, and plays an active role in achieving the goals and objectives of the work assigned in their portfolio. The Office Manager reports to the Director of Operations and Compliance.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

The following are the essential job duties and responsibilities of the Office Manager.

• Ensures office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment.
• Creates, manages, and implements, both as front line and back line, office systems to ensure adequate support for greeting, checking in, and managing the flow of guests to and from the office environment
• Creates, manages and implements, both as front line and back line, clerical systems that support clerical staff with assigned administrative duties such as answering and routing calls, sorting and processing mail, and preparing documents.
• Oversees day-to-day office activities as the main point of contact in the reception area. Reports office progress to management and works with them to improve office operations and procedures.
• Provides direct administrative support including scheduling appointments, meetings, and events; booking travel; maintaining file systems and inventory; mailing and shipping packages; and updating organization databases.
• Oversees and maintains office equipment for uninterrupted function, identifies needs and acquires supplies, manages vendor relationships, and coordinates food deliveries when requested.
• Works with the Operations Director to monitor and update, as appropriate, including making well-reasoned recommendations, of office policies and protocols related to the work environment,
• Supports the Operations Director with recruiting and hiring, sometimes leads the process of onboarding new hires.
• Manages all aspects of space/infrastructure planning such as moves, additions, changes to workstations, and responds to queries on office environment issues.

EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES

The following are the minimum levels required to successfully perform the Essential Job Duties and Responsibilities.

Required

• Three or more years of proven work environment management.
• Knowledge of office management responsibilities, systems, and procedures
• Strong time management skills and ability to multitask and prioritize work
• Strong attention to detail and problem solving skills.
• Strong organizational and planning skills, while maintaining a high degree of flexibility.
• Exceptional customer service skills
• Excellent reading, writing and verbal communications skills in English.
• Excellent Spanish language skills, particularly spoken Spanish and the ability to engage with a wide array of individuals from many communities.
• Ability to work independently as well as collaboratively on a team in a fast-paced, high intensity hybrid environment.
• Associates degree in office administration or related field. Alternatives to the educational requirement gained through lived or practical experience are accepted. High school diploma or equivalent is required.
• Substantial experience with office management platforms such as Office 365, Google Worksuite, Slack, and similar programs and platforms.

Preferred

• +Four years of working in an office environment providing administrative and clerical experience.
• Experience in developing internal managerial systems such as inventory systems, staff scheduling, and client management systems.

WORKING CONDITIONS

Environment and Physical Requirements: The Office Manager works in person at the Innovation Law Lab, Portland office each business day. The Office Manager interacts with staff, visitors, vendors, government agencies, and stakeholders. The position sits, stands, walks, bends, lifts, stoops, and moves intermittently during working hours. The incumbent must be able to lift, push, pull and move files and other equipment in excess of 10 pounds.

Other Duties and Responsibilities: This job description is a summary of the essential duties and responsibilities for this job, and it does not represent an all-inclusive list of duties, responsibilities, tasks or procedures. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instruction or assignments. Nothing in this description restricts Law Lab’s right to assign or reassign duties at any time.

Accommodation Statement: Essential job duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities. To perform the job successfully, an incumbent or applicant must possess the experience, knowledge, skills, and abilities to perform each essential duty and responsibility proficiently. If you require accommodation in order to perform the essential duties and responsibilities of this job, please contact the Law Lab Operations Director.

Compensation: Salary will be set at an hourly rate commensurate with experience and skills with a base pay of at least $26-$28.50/hour. We offer an excellent benefits package that includes medical, dental, vision, ability to enroll in Law Lab’s 401(k) plan, paid vacation and sick time, 2 floating holidays, professional development time after one year of service, and public transportation subsidy.

Hours: The Office Manager position is a full time position and works a minimum of 40 hours per week. The position is classified as non-exempt and is eligible for overtime pay. Regular business hours are Monday – Friday from 8am – 5pm.

Equity, Diversity and Inclusion Statement

At Innovation Law Lab, our aim is to foster a diverse, inclusive, and equitable environment where everyone feels empowered to be their whole selves and is treated with dignity and respect. We welcome applications from qualified individuals, irrespective of their race, skin color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, disability status, or any other characteristic.

Application Instructions: To apply, send your resume and a cover letter to jobs@innovationlawlab.org. Questions may also be directed to jobs@innovationlawlab.org. Applications will be reviewed on a rolling basis until the position is filled.

Innovation Law Lab is an Equal Opportunity Employer