Office Manager

Philadelphia Furniture Bank

Position Summary:

The Office Manager is responsible for all administrative functions at PFB. S/he is tasked with purchasing equipment and supplies and scheduling tasks that facilitate a clean, welcoming environment where people have the tools they need to do their jobs. S/he provides operating support to the leadership of the Philadelphia Furniture Bank (PFB) to ensure its efficient operations. 

 

Essential Duties and Responsibilities:

  • Respond quickly to phone, email and web enquires about PFB, donations, receiving furniture, member agency information…etc.
  • Conduct client furniture appointments: see what furniture they may have, and what they may need, escort clients through showroom and make notations on the Client Referral Form in Salesforce
  • Manage inventory, in and out, in Salesforce database
  • Manage Salesforce database with client referral appointments, generate and send invoices and agency memberships
  • Provide customer service support to Member Agencies: membership renewals, process new members, appointment reminders or other furniture appointment issues
  • Keep track of calendar appointments and make changes as necessary using Outlook and Acuity scheduling
  • Greet scheduled clients, case managers and all other visitors when they arrive at the PFB
  • Provide administrative support to the Director and Assistant Director
  • Manage purchasing, receipts and reconciliations
  • Work with Finance department to track and collect accounts receivables
  • Train volunteers as personal shoppers and in helping to facilitate daily office tasks as needed
  • Manage all financial/admin interactions with the main office at Pathways to Housing PA
  • Order, organize and store office supplies as needed
  • Assist scheduling furniture pickups if needed
  • Perform other duties as assigned
  • Attend Pathways meetings as necessary

 

Essential Education, Experience and Skills:

  • High School diploma, some college/business school preferred
  • 3+ years’ experience in office management/admin services
  • Patience, creativity, flexibility, compassion and sensitivity to persons with disabilities and other minority populations
  • Responsible, super organized and efficient
  • Excellent communication and writing skills as well as computer literacy; experience with Microsoft Office products (especially excel) and use of the internet required.
  • Comfortable using databases. Experience with Salesforce is a plus
  • Excellent typing skills and knowledge of office equipment (fax machine, scanner, photocopier, etc.) use and maintenance
  • Ability to work with diverse populations including clients and staff in critical and emergency situations
  • Sensitive to cultural, economic, gender, and sexual orientation differences
  • Bilingual/Spanish speaking is a plus, but not necessary

 

Supervisory Responsibilities:

  • Volunteers doing admin work and personal shopping

 

Physical Demands and Work Environment:

  • Mostly office and warehouse environment
  • Frequent personal/phone/email interaction with member agency case managers and clientele
  • Walking and standing, sitting for periods of time at a desk
  • Ability to lift and carry small items such as lamps and picture frames.

Salary: $35-38,000 annually