Office Services Manager

FIRE • Philadelphia, PA • 4d ago

This position will be based in Philadelphia, Pennsylvania. This position is not eligible for remote work.

About FIRE

The Foundation for Individual Rights and Expression's mission is to defend and sustain the individual rights of all Americans to free speech and free thought - the most essential qualities of liberty. FIRE educates Americans about the importance of these inalienable rights, promotes a culture of respect for these rights, and provides the means to preserve them.

Position Description

The Office Manager will report directly to FIRE's Chief of Staff and will work closely with FIRE's Administrative and Litigation departments. The Office Manager will play a role in supporting FIRE's mission by overseeing the daily office operations of the Philadelphia office, including some administrative responsibilities for the DC office, while managing the litigation printing, binding, and document production for the entire Litigation department. The duties for this position include, but are not limited to:

Office Services & Operations:

Oversee the daily operations of the Philadelphia office, including facilities management, supply inventory, and vendor relationships.

Perform all necessary reception duties such as answering phones, hosting and greeting guests according to Visitor Protocols, and managing incoming and outgoing mail.

Oversee all office inventory as needed including general office supplies, shipping supplies (for both the Philadelphia and DC office), stationery (for both the Philadelphia and DC office), and kitchen inventory (Philadelphia only) such as snacks, drinks, cleaning supplies, etc.

In liaison with the DC Office Manager (or equivalent role), develop and manage a yearly budget for all office-related expenses based on previous years' spending and projected needs while overseeing office-related expenditures within the administrative budget.

Act as one of four points of contract for building maintenance to submit work orders and manage building needs, as well as be an additional point of contact for staff security, and safety.

Submit monthly expense reports and complete payment requests as needed.

Maintain and monitor general office organization and tidiness as needed

Monitor and assess office needs, proactively identifying areas that require updates or changes to make our office more efficient.

Organize and update office procedures and protocols as needed.

Perform other related support functions necessary for FIRE's day-to-day operations and collaborate with staff members and departments as needed regarding general duties and special projects/events as directed by the Chief of Staff.

Litigation Support & Documentation Production:

Oversee and manage the printing, copying, binding, and distribution of legal briefs, motions, and other court documents for the Litigation team, according to fixed deadlines.

Ensure all court filing requirements are properly formatted, consistent, and are ready for submission.

Oversee the entire submission process, which involves all aspects of printing, collation, mailing, and delivery.

Proactively create, communicate, and implement procedures to enhance efficiency for the document production process.

Ensure confidentiality and compliance with all Litigation materials.

Provide additional support as necessary to the Litigation department.

This position will be expected to perform certain miscellaneous support functions necessary for FIRE's day-to-day operations and will frequently collaborate with other staff members and departments on general duties and specialized projects.

The expected start date for this position is as soon as possible. Occasional work on weekends and evenings should be expected.

Qualifications

A successful candidate will have great communication skills, a strong work ethic, be detail-oriented, and have the ability to work independently. Most importantly, the candidate must demonstrate a knowledge and passion for FIRE's mission and an ability to articulate that passion in a way that will make others enthusiastic about our cause. A candidate must also be able to demonstrate:

Solid understanding of FIRE's mission and the ability to articulate it to others.

Proven experience as an office manager, and/or Litigation Administrative Assistant, with at least three years experience.

Ability to demonstrate a self-starter attitude, taking initiative to identify opportunities to make recommendations to enhance the office efficiency.

Knowledge of office administrator responsibilities, systems, and procedures.

Excellent interpersonal skills (verbal and written) and the ability to build relationships across the organization and with vendors.

Excellent time management skills with exceptional ability to prioritize and multi-task, with a strong sense of urgency and follow- through.

A strong attention to detail and problem solving skills.

Hands-on experience working with office machines.

An ability to exercise good judgment and decision making.

An ability to work effectively and efficiently in a fast paced environment both autonomously and as a team player.

Proficiency with Google Workspace, Adobe Acrobat, eFiling platforms, including ECF/PACER

Salary and Compensation

Salary is negotiable and depends upon experience and education level. FIRE conducts periodic evaluations where employees may receive raises or bonuses for outstanding and excellent work. FIRE also offers a comprehensive benefits package that includes employer-paid comprehensive health, dental, and life insurance for employees; a Section 125 Flexible Spending Account option; matching retirement contributions; and a generous paid time-off plan.

Applications

Applicants should provide a resume, cover letter, salary requirements, and contact information for at least two professional references. All applications are confidential. Please address applications to Cait Scanlan, Chief People Officer.

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