Office Manager

Pay: $45,000.00 - $55,000.00 per year

Job description:

Passport, Inc. Job Description | Office ManagerAbout Passport

Passport, Inc. is a nonprofit organization based in Birmingham, Alabama, dedicated to creating meaningful camp experiences for students, churches, and leaders across the country. Through programs like PASSPORTkids, PASSPORTmissions, and PASSPORTchoices, we equip the next generation through worship, community, and spiritual growth.

Position Overview

Passport, Inc. is seeking a highly organized, proactive, and detail-oriented Office Manager to oversee the day-to-day administrative operations of our organization. This role serves as the central hub for internal coordination—supporting leadership, managing office systems, and ensuring administrative and operational workflows run smoothly. The Office Manager plays a critical role in keeping teams organized, reducing administrative burden, and ensuring materials, communications, and logistics are executed with attention to detail.

Key ResponsibilitiesPresidential Support

• Manage the president’s correspondence: letter drafting and editing for all executive letters
• Coordinate the president’s travel, events, and meetings
• Assist the president with his lead role on the Production Team
• Prepare, format, and proofread internal documents and communications

Board of Directors Support

• Coordinate logistics for Passport’s annual board meeting
• Draft and edit quarterly board reports
• Manage the board thank you note writing process

Office Operations & Administration

• Oversee daily office operations to maintain an organized, efficient, and professional environment
• Manage office supplies, vendor relationships, kitchen, and general office needs
• Coordinate mail, packages, and document distribution
• Handle office maintenance and service providers

Workflow & Task Coordination

• Serve as a central point for administrative and cross-departmental requests
• Route tasks to the appropriate teams, ensuring clarity and efficiency
• Track and follow up on key administrative tasks and deadlines
• Support internal projects and organizational initiatives
• Oversee and execute additional projects and administrative tasks as needed, coordinating across teams to ensure alignment, clarity, and timely completion.

Print, Materials, & Resource Coordination

• Coordinate production and organization of printed materials across the organization
• Manage printing and assembly of multiple projects
• Assist with the preparation and distribution of invoices, mailings, and seasonal communications
• Handle the preparation of name tags and materials for staff training
• Oversee ordering and organization of signs, stamps, and branded materials
• Assist with the preparation and organization of first aid kits
• Coordinate shipping and distribution of materials and mailings for events, conferences, and other programs as assigned

Seasonal & Program Support

• Assist with administrative preparation for summer staff and programs
• Support onboarding documentation, communication, and materials
• Help prepare resources for Training Week, Program Directors Meeting, and summer sessions
• Research and report social handles and profiles for summer staff

Qualifications

• 3+ years of experience in office management, administrative coordination, or similar role
• Exceptional organizational and time management skills
• Strong communication and follow-through
• Experience with tools such as Google Workspace, Microsoft Office Suite, and Apple systems
• Ability to manage multiple priorities in a fast-paced environment
• Professional, dependable, and service-oriented mindset

Location & Work Environment

• Full-time employment in Birmingham, Alabama (in-office role)
• Some seasonal workload fluctuations during peak camp months (May–July)
• Some seasonal travel is required

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Salary package includes health insurance and retirement

Work Location: In person

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Work Location: In person