Overview:The Office Manager at Friends of Jordan Festivals (FJF) plays a pivotal role in ensuring the smooth operation of the organization’s daily activities. This role involves overseeing administrative tasks, managing office resources, and supporting the team by maintaining a well-organized and efficient office environment. The Office Manager will also contribute to HR functions, assist with internal communications, and provide logistical support for events and meetings.

Responsibilities:

Administrative Management:

Oversee daily office operations, ensuring efficiency and effectiveness in all administrative processes.
Maintain office supplies inventory, including ordering and restocking supplies as needed.
Serve as the primary point of contact for internal and external stakeholders regarding office management issues.
Organize and maintain office files, both physical and digital, ensuring they are easily accessible.
Assist in managing office budgets, including tracking expenses and processing invoices.

Team and Project Support:

Provide administrative support to senior management and other team members, including calendar management, meeting coordination, and travel arrangements.
Act as the office liaison between departments to facilitate smooth communication and operations.
Support in the preparation of reports, presentations, and other documentation required for internal or external use.
Coordinate with HR to manage employee records, attendance, leave, and assist in the onboarding process for new hires.

Events and Logistics Management:

Assist in planning and organizing FJF events, including booking venues, arranging transportation, and coordinating catering when needed.
Help facilitate internal team meetings, ensuring logistical needs such as venue bookings, equipment setup, and materials preparation are met.

Communication:

Ensure effective communication across the organization by managing email distribution, internal announcements, and coordinating with team members on key initiatives.
Respond to general office inquiries and handle correspondence on behalf of management, when appropriate.

HR and Performance Support:

Support the HR function by assisting in scheduling performance reviews, preparing evaluation forms, and maintaining employee performance records.
Work closely with the management team to ensure that office policies are up-to-date and consistently implemented.

Technology and Equipment:

Ensure all office equipment (printers, copiers, computers) is functioning correctly and coordinate repairs or IT support when necessary.
Manage office-related software systems and ensure that the team is equipped with the necessary tools and access.

Schedule Flexibility:

Demonstrate flexibility to work extended hours, including nights, weekends, and holidays, as required by event schedules.

Qualifications:

Education: Bachelor’s degree in Business Administration, Office Management, or a related field is preferred.

Experience: Proven experience in an administrative or office management role, ideally in the arts, culture, or event management industries.

Skills:

Excellent organizational and multitasking abilities.
Strong verbal and written communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
Basic accounting or budgeting knowledge is a plus.
Problem-solving skills and a proactive approach to managing office operations.

Friends of Jordan Festivals

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