Office Manager

World Forestry Center (WFC), a non-profit 501(c)(3) organization located in Portland’s Washington Park, is dedicated to teaching about the world’s forests and trees and environmental sustainability.

Position Overview

The Office Manager is responsible for ensuring that the office and some accounting functions for the primary WFC campus run efficiently and smoothly. This includes covering reception duties, mail services, maintaining office equipment and supplies, handing assigned accounting functions, providing support for incoming and exiting employees and supporting WFC with other administrative needs, as outlined below. This position may also complete other duties that may be assigned from time to time and that fit within the scope of the Office Manager position. This position reports to the Accounting & HR Manager.

Responsibilities

Office Administration:

• Provides general office administration for the center, including answering front door, answering, screening, and directing incoming calls and emails, and maintaining organizational calendar, including reserving conference spaces, as needed. Waters indoor plants, as needed. The primary work location is at the front desk and the incumbent is responsible for greeting people as they arrive at WFC. Responsible for maintaining office supply inventory and ordering office supplies, when needed. Creates, orders, and distributes employee business cards.
• Trouble shoots office equipment, as needed. Keeps copy room tidy and stocked, ordering supplies as needed.
• Ensures machines are operational, maintains lease, contacts vendor support as needed for maintenance.
• Maintains supply orders in downstairs kitchen and upstairs conference room; ensures both areas stay organized, clean and stocked.
• Opens, processes, and distributes all incoming mail.
• Maintains updated office procedures for position, including expense procurement procedures.

Fiscal Support:

• Responsible for monthly management of general credit card, Costco card and petty cash fund, including monthly reconciliation and filing of related reports.
• Processes Accounts Payable and Accounts Receivable according to established schedules and processes, using a variety of methods and formats, ensuring accurate and timely payments.
• Provides assistance with month-end financials and audits.
• Works with Accounting Manager to resolve fiscal issues, as needed.
• Serves as back up to Accounting & HR Manager in their absence.

See full job description at https://worldforestry.org/careers/