Office Manager
Description

  

Houston Endowment is seeking a proactive, flexible, and customer service focused candidate for the role of Office Manager. Reporting to the Director, Human Resources and Administration, this role is the primary point of contact for office administration, event coordination, and visitor management. The successful candidate will be energized by the challenges of supporting a diverse team with a variety of office needs and priorities.

  • Lead the office management function to ensure organizational effectiveness, efficiency, and highly positive experiences for staff and visitors
  • Manage office and staff move-in and transition to new building, opening in the fall of 2022
  • Provide an exceptional visitor experience; build process for and ensure appropriate usage of visitor management system, including managing the flow of visitors and check-in process
  • Develop, implement, and monitor policies, procedures, and processes to guide a staff-focused, efficient operation of the office in collaboration HR and leadership (e.g., visitor management, events, parking, employee desks)
  • Responsible for ordering office and breakroom supplies, copy services, mail, messenger, records management and disposal, custodial services, recycling program, on and off-site storage, and trash removal
  • Manage office vendors, including selection, budget, contracting, scheduling, and payment; onboard all external vendors
  • Coordinate executive assistants shared ownership of office logistics and administrative support
  • Supervise receptionist and all front desk operations; ensuring reception area is staffed during open hours
  • Partner with IT to build and manage a process to book meeting rooms and hot-desking offices
  • Serve as primary event coordinator ensuring all event needs and objectives are met; manage all event operations, acting quickly to resolve problems
  • Ensure office areas, restrooms, and meeting rooms are clean and all amenities available
  • Coordinate building, landscaping, and security issues that arise with Facilities Management
  • Serve on team to support severe weather event response, building related emergencies, or first-aid needs during working hours; backup contact for emergencies when office is closed (nights/weekends/holidays)

  

VALUES

We believe it is both an honor and a great responsibility to work for Houston Endowment, so we are committed to our values and seek colleagues who share our commitment. 

  • High Performing: We bring our best every day so we: 
    • Hold high standards and drive for excellence
    • Challenge ourselves and show determination in pursuit of our collective goals
    • Pursue continuous improvement, even when we have achieved our intended outcomes
    • Stay curious to do our best work
  • Courageous: We know bold action matters so we: 
    • Hold an audacious vision for what we can accomplish together
    • Work proactively, take risks, and make difficult choices when necessary
    • Choose optimism, show resilience, and stay engaged in challenging situations
  • Committed: We care deeply about the organization so we: 
    • Prioritize and commit to the mission of the organization
    • Seek and act on feedback on our work, and devote energy to our own development to be       at the top of our field
    • Gather diverse perspectives and expertise in service of better results
  • Connected: We care deeply about each other so we: 
    • Build relationships with one another to create a highly effective team
    • Start with trust, assume others have good intentions, and practice generosity of       spirit
    • Address issues directly to resolve conflict or misunderstanding
    • Embrace inclusion and adapt as appropriate when partnering with others
Requirements
  • A minimum of four years of related work experience, including experience leading a team
  • Bachelor’s degree preferred; in lieu of a degree, additional work experience/education can be considered
  • Experience managing outside vendors
  • Advanced skills in Microsoft Office, Outlook, Excel, Word, and PowerPoint
  • Excellent customer service orientation, communication skills, problem solving ability, and attention to detail
  • Ability to work after hours as needed in the event of an emergency or special event