Generation W Inc. is a nonprofit service organization focused on educating, inspiring, and connecting women and girls. It is dedicated to building community, bringing people together, and advancing and enhancing their lives. Generation W has developed and executes several programs, including Generation W, Generation WOW, Generation WORKS, and WOWsdom!
Generation W seeks a highly organized and dynamic individual to join our team as an Office Administrator. This role will encompass a diverse range of responsibilities, including office management, human resources coordination, and bookkeeping tasks. The Office Administrator will work directly with the CEO and other team members to ensure the organization runs smoothly. The Office Administrator will be integral to helping advance Generation W's mission and expand its reach.
DETAILED RESPONSIBILITIES
Listed below are the major duties and responsibilities of this position:
Office Management: • Oversee the daily operations of the office, ensuring smooth functioning and a positive work environment. • Manage office supplies inventory and procurement, including ordering and restocking supplies as needed. • Coordinate office maintenance and repairs, liaising with external vendors when necessary. • Develop and implement office policies and procedures to enhance efficiency and productivity. • Manage the organization's calendar - day-to-day and long-term. Assist in arranging interoffice and external meetings. • Respond to inquiries on behalf of the organization through the management of the general company email and phone. • Oversight of the office inventory of hardware, software, and subscriptions. • Management and streamlining of the company's technology needs.
Manage company's storage unit and accurate inventory.
Provide necessary support for all events, including but not limited to list management, registration & vendor help, name tag printing, and volunteer engagement.
Human Resources:
Assist with recruitment efforts by posting job openings, screening resumes, and scheduling interviews.
Conduct new employee onboarding, including orientation and completion of necessary paperwork; ensuring they are set up for success with all physical and digital needs.
Maintain employee records, ensuring accuracy and compliance with relevant regulations.
Coordinate employee benefits administration, i.e. recording of employee time off requests.
Bookkeeping:
Manage accounts payable and accounts receivable processes, including invoice processing and payment collection utilizing QuickBooks Online.
Reconcile financial transactions and prepare monthly financial reports for management review.
Assist with budget preparation and monitoring, identifying areas for cost savings or efficiency improvements.
Collaborate with external accountants to ensure accurate and timely completion of financial tasks.
QUALIFICATIONS AND EXPERIENCE • Bachelor's degree in Business Administration, Human Resources, Accounting, or related field. • Proven experience in office management, HR coordination, and bookkeeping roles. • Strong knowledge of HR practices, employment laws, and financial principles. • Proficiency in Microsoft Office Suite, Google Platform, and accounting software (e.g., QuickBooks). • Excellent organizational skills and ability to multitask in a fast-paced environment. • Strong attention to detail and problem-solving abilities. • Excellent communication and interpersonal skills. • A highly motivated, organized, and self-driven individual who is a pleasure to work with, both internally and externally. • Ability to remain flexible and work within a collaborative and team-oriented environment. • Ability to display sound judgment and handle sensitive and confidential information in a diplomatic and empathetic manner. • Travel as needed. • Minimum five (5) years of experience in an administrative role.
GENERATION W VALUE SET
The Office Administrator should demonstrate competence in the following: • Creativity/Innovation: Develop new and unique ways to improve operations of the organization and the Programs. Ability to utilize an open mindset, fluidity of thought and ability to pivot based on changing situations. • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness. • Plan: Develop processes & determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results. • Problem Solver: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem. • Support Ethical Culture: Understand ethical behavior and business practices and ensure that your own behavior and the behavior of others are consistent with these standards and align with the organization's values.