Administration Manager - Global Communities

Global Communities works at the intersection of humanitarian assistance, sustainable development and financial inclusion to save lives, advance equity and secure strong futures. We support communities at the forefront of their own development in more than 35 countries, partnering with local leaders, governments, civil society and the private sector to achieve a shared vision of a more just, prosperous and equitable global community. 

JOB SUMMARY:
The Administration Manager organizes and coordinates office administration and procedures to ensure organizational effectiveness, efficiency, safety, and productivity of the headquarters office. Supervises facilities and administrative activities for the Maryland office.

Key Duties and Responsibilities

• Supervise the work of assigned work group/team.
• Prioritize, organize, distribute, and coordinate the flow of work.
• Train, guide, and advise staff.
• Ensure Standards of Conduct, the Employee Handbook, and other corporate and applicable policies, procedures, and schedules are adhered to. 
• Make recommendations concerning employment, termination, performance appraisals, salary actions, and other personnel actions.
• Resolve routine operating problems as they arise.
  Present a professional, welcoming first contact to all clients, funders, vendors, board members, staff, media, etc. – by phone, in person, and email. 
• Responsible for development and implementation of efficient office systems.
• Concur travel – assist employees with travel reservations in Concur; serve as Organization’s liaison with Gordian Travel.
• Lead liaison with local hotels; supporting visitors with making reservations and responsible for the reconciliation and payment of the corporate account with the hotels.
• Evaluate services and costs of current vendors (hotels, transportation, package delivery, catering and off-site meeting facilities).
• Prepare Purchase Orders and Payment Requests in NetSuite
• Supervise the maintenance and alteration of office areas.
• Plan, budget, and schedule facility modifications. Oversees the bidding process for construction, demolition, and repairs. Maintain architect and contract relationships.
• Manage customer inquiries and complaints and communicate concerns to the CFO.
• Coordinate, outgoing and retrieval of archival files from the offsite document storage vendor as needed.
• Other duties and responsibilities may be assigned as determined necessary.

Facilities Maintenance

• Schedule and maintain constant orderliness of conference rooms for meetings. Help with set-up if needed.
• Inventory supplies and maintain storage areas.
• Ensure building security by limiting use of Global Communities facilities to known or expected visitors – greet visitors and provide access to the space when required.
• Order employee IDs for new employees.
• Coordinate deliveries to the office.
• Maintain alarm system, manage employee access fobs in coordination with external vendor and IT.
• Report copier issues for vendor service.
• Manage maintenance of common spaces for appearance and functionality
• Ensure office cleanness and coordination with office cleaning crew following all the required sanitary and hygiene requirements.

Mail/Shipping/Receiving

• Obtain proper cost center account for charges to the courier services accounts (Federal Express, TNT, UPS, etc.) Process monthly invoices for payment in a timely manner.
• Anticipate needs for mailing/supplies, other support services.
• Keep accurate record keeping of mailings, shipping, receiving, and ordering including costs, amounts, dates, departments and address and accounting codes for mailing purposes.

POSITION SPECIAL RESPONSIBILITIES:

• Must be able to lift 25 lbs. over your head.
• May be asked to work overtime during peak time periods.
• May be asked to work at a special event or board meeting.
• Promote a culture of excellence, inclusion, learning, support, diversity, and innovation.

• Excellent interpersonal and listening skills. Ability to interact with all levels of staff in a professional manner.
• Excellent verbal and written communications skills.
• Excellent organizational skills. Ability to manage deadlines and to work independently.
• Proven ability to maximize staff potential and develop their skills and knowledge. Demonstrated strong leadership.
• Excellent team builder.
• Advanced knowledge of MS Office; including Word, Excel, PP, and Outlook
• Experience with NetSuite, Concur or other accounting and/or travel systems.
• Excellent negotiation skills.
• Ability to travel independently.
• Excellent critical thinking skills and sound judgment. Proven willingness to make timely and sound decisions based on accurate judgment.
• Accuracy, attention to detail.
• Ability to read and interpret documents and ability to sit at a computer and operate a keyboard.

• Undergraduate degree in a related discipline and a minimum of four years of related work experience or a minimum of eight years of related work experience.
• Fluency in English, written and oral. Abilities in a second language preferred.
• A passion for the mission and values of Global Communities

Application Instructions 

To be considered for this position, please apply (including your resume and cover letter) by 10/10/2024. Applications received after this date may be reviewed on a rolling basis until the job has been filled. 

Location and Work Schedule 

This selected candidate can be based in Silver Spring MD. Candidates must be authorized to work in US without any restriction.

This role is on a hybrid/telework schedule. The selected candidate is expected to work at least twice as week (Tuesday, Wednesday, or Thursday) from Silver Spring office and the remainder of the week from an approved remote location.

Salary and Compensation

The estimated salary for this position is between $75,145 - $93,931. Final salary will be based on several factors including qualifications, geographic location, experience, and internal equity. Global Communities provides a comprehensive benefits package; please note that this position is not eligible for allowances. 

Safeguarding Policy

Global Communities holds strict safeguarding principles and has a zero-tolerance policy for conduct of sexual exploitation, abuse, and harassment. In the process of recruitment, selection, and appointment, Global Communities will conduct robust reference and background screening checks, including international vetting as a signature of the Global Misconduct Disclosure Scheme to ensure children and vulnerable adults are safeguarded, and abuse is prevented.  The incumbent is required to carry out their duties in accordance with Global Communities Safeguarding policy and the Standards of Conduct.

EEO/ADA

Global Communities is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Global Communities complies with all applicable provisions of the ADA and makes reasonable accommodations for applicants and employees with disabilities unless it provides undue hardship to the organization. If reasonable accommodation is necessary to participate in the recruitment process, please contact recruitment@globalcommunities.org.