Office Manager

Office Manager

Pay: $32.00–$36.00 per hour

Job Type: Full-time

Work Location: In person

The Arc of Greater Haverhill-Newburyport is a grassroots 501(c)(3) nonprofit founded in 1962 to advocate with and for individuals with intellectual and developmental disabilities and their families throughout the Merrimack Valley and Seacoast communities.

The Office Manager plays a vital role in ensuring the smooth operation of our office environment and functioning. This position will oversee the front office tasks and oversight of office administration.

The ideal candidate is a strong multitasker with excellent communication and problem-solving skills who can manage competing priorities, coordinate office resources, maintain accurate records, and ensure consistent administrative support throughout the agency.

Key Responsibilities

• Office Operations & Supervision: Oversee daily office administration, supervise the Receptionist, ensure front desk coverage, and provide backup reception support as needed.
• Facilities Management: Coordinate the maintenance, organization, and daily operations of all three office locations.
• Supplies & Purchasing: Manage office supplies, purchasing, inventory, and office moves to ensure staff have the resources needed to perform their jobs effectively.
• Vendor & Contract Management: Maintain relationships with office-related vendors and coordinate contracts, invoices, and services, including telephone systems, IT, printers, workspaces, and postage.
• Administrative & HR Support: Provide administrative support to agency executives, directors, and departments, with a primary focus on Human Resources. Assist with background checks, fingerprinting, and related administrative processes.
• Meetings & Scheduling: Coordinate meeting logistics, scheduling, conference room arrangements, and staff meetings.
• Training & Compliance Support: Assist with employee orientation, CPR training, Relias training compliance, audits, and related documentation.
• Background Screening: Complete Office of Inspector General (OIG) background checks for the Adult Family Care (AFC) program.
• Document Management: Ensure agency documents, forms, office materials, and procedures remain accurate and up to date.
• Office Procedures: Develop, implement, and maintain office procedures and protocols to improve efficiency and consistency.
• Additional Duties: Perform other administrative and operational duties as needed to support the agency.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Office Management, Human Resources, or a related field preferred.
• Three to five years of progressively responsible experience in office administration, office management, or a related role.
• Previous supervisory or team leadership experience preferred.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills.
• Proficiency with computers, office equipment, and common business software.
• Ability to manage multiple priorities, meet deadlines, maintain accurate records, and work effectively in a fast-paced environment.
• Strong interpersonal skills and the ability to interact professionally with staff, visitors, vendors, and agency leadership.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to work independently while collaborating effectively with others.
• Ability to lift up to 15 pounds occasionally and perform routine office activities, including sitting, standing, bending, and walking as needed.

Benefits Include

• Health and Dental Insurance effective on your start date, with an 80% employer contribution and HRA plan.
• Supplemental Benefits, including Vision, Life, Accident, Critical Illness, and Disability Insurance.
• Generous Vacation, Holiday, and Sick Time.
• 403(b) Retirement Plan.
• Employee Assistance Program (EAP).
• Tuition/Education Reimbursement.
• Parking Assistance..

Working Conditions

This position is primarily office-based and involves frequent computer use, detailed administrative work, confidential information, multiple concurrent tasks, and regular interruptions. The Office Manager must be able to adapt to changing priorities, communicate effectively, and maintain a high level of professionalism in a busy office environment.

Join Our Team!

By customizing services, The Arc optimizes the development and self-discovery of the whole person, their family, and how they relate to their community.

If you are an organized and resourceful professional who enjoys keeping an office running smoothly, supporting a team, and making a meaningful contribution to a mission-driven nonprofit, we encourage you to apply.

To learn more about The Arc of Greater Haverhill-Newburyport, please visit www.thearcofghn.org.

Pay: $32.00 - $36.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Vision insurance

Application Question(s):

• 1. How many years of office administration or office management experience do you have?
• 2. Do you have previous experience supervising staff or coordinating office operations?

Work Location: In person