Baby2Baby Office Manager

Los Angeles, CA 90016 | Full-time | Job Title – Office Manager | Reports to – Chief Operating Officer

Applicants should send a resume and cover letter outlining how they meet the specific requirements of the position to info@baby2baby.org. Please include the position title and where you found out about the role in the subject line. Only applicants whose resumes are selected for an interview will be contacted.

Organization Overview

Baby2Baby is a non-profit organization that provides children living in poverty with diapers, clothing and all the basic necessities that every child deserves. In the last decade, Baby2Baby has distributed over 200 million items to children in homeless shelters, domestic violence programs, foster care, hospitals and underserved schools as well as children who have lost everything in the wake of disaster. During the COVID crisis, Baby2Baby has reached over one million children in over 150 cities across the country.

Position Overview

Reporting to the Chief Operating Officer, the Office Manager is responsible for the organization and coordination of administration duties and office procedures ensuring high levels of organizational effectiveness, communication, and safety. This individual will play a key role in the smooth running of the office and help to improve company procedures and day-to-day operations.

The Office Manager will work Monday-Friday at 5830 W. Jefferson Boulevard, Los Angeles, CA 90016. The work is performed in an office setting.

Duties and Responsibilities

  • Implements and maintains processes and procedures to ensure the workspace remains safe, clean and efficient.
  • Maintains and troubleshoots the organization’s facilities and related systems (phone, office equipment, IT, security, cleaning, etc.) with help from outside vendors; arranges necessary repairs.
  • Coordinates with IT consultant on all office equipment.
  • Oversees purchasing for all office-related needs including office supplies and equipment.
  • Ensures all office-related invoices are paid on time and accurately categorized.
  • Supports COO with insurance renewals including Liability and Workers Compensation.
  • Manages contract and price negotiations with office vendors, service providers and office lease.
  • Partners with HR to update and maintain office policies as needed.
  • Assists is the onboarding process for new hires.
  • Provides general clerical support, including answering phones, copying, scanning, filing and transporting documents as needed.
  • Oversees preparation of routine office meeting, including scheduling, coordinating food, and room set up and breakdown.
  • Plans in-house or off-site activities including office parties, celebrations and team building activities in partnership with HR.
  • Addresses employee questions regarding office management issues (e.g., office supplies, hardware, and meeting setup).
  • Provides general support to visitors.
  • Other duties as assigned.

Required Qualifications

  • Bachelor’s Degree
  • Minimum 4 years proven experience as an Office Manager, Front Office Manager or Administrative Assistant.
  • Strong relationship-builder with an emphasis on customer service. Strong relationships will need to be built with staff, outside vendors and supporters.
  • Knowledge of Office Administrator responsibilities, systems and procedures.
  • Excellent time management skills and ability to multi-task and prioritize work.
  • Attention to detail and problem-solving skills.
  • Excellent written and verbal communication skills.
  • Strong organizational and planning skills in a fast-paced environment.
  • Proficient in Microsoft Excel, Word, PowerPoint and Adobe Photoshop.

Baby2Baby is an Equal Opportunity Employer and is committed to fostering diversity within its staff. We have made diverse thinking a priority in order to keep our organization in touch with the needs of families in our program and to help hold us accountable to those we serve. Our organization strives for diversity, from the children we serve to our board and staff, not only in race, age, ethnicity, sexual orientation, disability, and religion but also in cultural background and life experiences.