Office Manager chez Lines for Life

Lines for Life Job Description 

Position Title: Office Manager 

Status: Full-Time (40 hours)/Non-Exempt 

Reports To: IT Director

Location: Portland Office (in office required in South Portland)

Salary Range: $22.00 - $24.50/hr. depending on experience

Would you love to be a part of an organization actively working to address suicide, addiction, loneliness, and youth in crisis? Do you enjoy helping to welcome people, organize and manage operations in an office, and support complex projects? Lines for Life is seeking a full-time office manager to work in its office in South Portland, Monday through Friday, during business hours. We are looking for someone who is courteous, efficient, and comfortable being a team member. The ability to multitask while maintaining complex schedules and managing projects is essential for this position. If you are resourceful, a good problem solver, and organized, please consider joining our team.

Office Manager Position Summary: This position is primarily responsible for managing the office space; maintenance contracts and services; safety planning for the office; and office and break room supplies inventory; welcoming all visitors who visit, email, deliver to, or call our office; managing space planning for the full suite; coordinates complex schedules for meeting rooms and staff; and provides administrative support to special projects. This role is critical to maintaining a friendly, organized, and efficient work environment. Opens all mail while maintaining confidentiality and provides an incoming check report for Finance and the Directors weekly. Reports to Director of IT and Operations as part of the Operations Team.

Office Manager Duties:

• Supplies & Equipment: Maintain office, break room, and meeting supplies; oversee office equipment and vendor relationships; coordinate repairs, schedule maintenance (including HVAC), and construction services.
• Purchasing & Finance: Manage routine purchases (supplies, events, recognition, medical cabinet, IT backup purchasing); submit credit card receipts/invoices; consult supervisor for new or large purchases.
• Office Space & Facilities: Oversee office layout, desk/space assignments, storage areas (on- and off-site), and common areas (lobby, conference rooms, break room). Coordinate with building management on repairs, parking, maintenance, and property issues.
• Reception & Communication: Provide professional welcome to staff/visitors; manage main phone line, voicemails, mail, and deliveries; ensure timely follow-up and proper routing of correspondence.
• Meetings & Events: Schedule and support guest visits, conference rooms, Zoom/tech setup, refreshments, and room setup. Assist with organizational events, employee/volunteer recognition, and special projects.
• Financial Mail & Checks: Process incoming checks; maintain records in SharePoint; update leadership weekly; escalate urgent financial correspondence.
• Safety & Training: Lead the Safety Committee (agendas, notes, SharePoint); train new staff on office equipment and shared spaces.
• Collaboration & Support: Back up Executive Assistant and YouthLine Assistant as needed; provide admin support for trainings/events; keep supervisor informed of activities and challenges.
• HR Support: Manage FitBit orders for employees, including shipping and issue resolution
• Documentation: Maintain and develop the office manager manual for role continuity.

Office Manager Required Qualifications:

• Associate's degree or at least 2 years of previous experience of administrative or office management experience. This could include coordinating and organizing a club, parent-teacher association, or equivalent organizational role. Non-profit experience is preferred, not required.
• Customer and personal service – knowledge of principles and processes for providing service to both internal and external customers. This includes meeting quality standards for services, and evaluation of customer satisfaction.
• Clerical – knowledge of administrative and clerical procedures and systems, such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Project management skills – experience managing complex projects and/or events.
• Technical proficiency in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook and Teams/Slack. 
• Communication skills – ability to greet and handle guests/customers knowledgeably, with patience and respect, excellent interpersonal skills with staff and willingness to work as part of a team, communicating directly with colleagues to resolve any problems or conflicts.
• Excellent organizational skills and ability to keep workspace and common staff areas clean and in order.
• Ability to handle stress in healthy ways.

 Office Manager Work Schedule:

• Typically work Monday-Friday during the day for 8-hour shifts in the Portland office.
• May potentially on rare occasions be asked to work in the early mornings or into evenings to provide administrative support during special events.

Office Manager Physical Requirements:

Work is primarily conducted in our office, requiring sitting and standing for long periods of time.

This position requires the ability to carry up to 25 pounds.

This job description is not meant to be an all inclusive list of duties and responsibilities, but constitutes a general definition of the position’s scope and function in the company. Lines for Life is an equal opportunity employer.

EEO: Lines for Life strives to create a diverse, inclusive environment to better represent the communities that we serve. We are an equal opportunity employer. Lines for Life shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. However, it shall not be a violation of this clause for Lines for Life to extend a publicly announced preference in employment to Indians living on or near an Indian reservation, in connection with employment opportunities on or near an Indian reservation, as permitted by 41 CFR 60-1.5.

All Lines for Life employees must be approved to work by the Oregon Department of Human Services’ Background Check Unit. Background checks are completed after a conditional offer of employment has been extended.