Office Manager- Energy - Action Inc.

Are you passionate about creating an organized and efficient workplace? Join us as an Office Manager, where you'll provide essential support to keep our Energy Services programs thriving!

Action Inc. is about helping people and changing lives. We're dedicated to empowering individuals and building a stronger, more productive community. We offer affordable housing and homelessness prevention, fuel assistance and energy conservation programs, and education and job training. Our mission is to advance economic equity and foster a thriving community on Cape Ann and beyond.

Job Summary: The Office Manager will provide administrative support to Action Inc.'s Energy Services programs. Working under the direct supervision of the Operations Manager, this position provides all necessary organizational support to ensure the office is high-functioning and that staff needs are met.

Hours: Part Time, 20 Hours a week. Monday-Friday

Duties/Responsibilities:

• Provide overall office management for the Peabody Energy office, acting proactively to address issues and meet staff needs.
• Order office supplies and maintain inventory of general supplies; provide assistance as needed with research for products and services.
• Develop and maintain relationships with vendors providing operational products or services to offices (including, but not limited to, American Lazer; Pitney Bowes; Hiltz; Stonybrook); manage maintenance contracts for office machines; place service calls when needed; ensure all invoices are approved and submitted to Finance Department in timely manner.
• Assist with review of administrative procedures and development of systems to ensure smooth office operations.
• Support staff with coordinating internal office moves and set up physical space for new staff.
• Orient new Energy Services staff to office procedures and systems.
• Work with Marketing, internal staff, and external CAA partners to facilitate ordering and distributing National Grid marketing materials.
• Order EFI materials used by field staff and manage inventory of materials.
• Assist with directing facilities and maintenance issues to Facilities staff or Peabody landlord to meet staff needs and address problems that arise.
• Maintain organized system of keys for Energy Services filing cabinets and doors; manage process for distribution and collection of office keys; assist Operations Manager with managing key fob system.
• Support department-wide records management system, including storage, archiving, and annual disposal of records.
• Assist with scanning, filing, faxing, and large-scale mailings as needed.
• Provide meeting support, as needed (e.g., scheduling conference rooms in Outlook calendar, coordinating food and logistics).
• Book travel and hotel arrangements as needed.
• Attend and participate in departmental, organization-wide, and other meetings.
• Act in the best interest of the organization, reflecting the values of teamwork, collaboration and mutual respect.
• Other duties as assigned.

Required Skills/Abilities:

• Excellent organizational and communication skills.
• Strong ability to multi-task.
• Proficient in MS Word, Excel, and Outlook.
• Proficiency in operating, troubleshooting, and maintaining office equipment such as copiers, printers, and scanners.
• Must be a self-starter with strong critical thinking skills.

Education and Experience:

• At least five years of relevant office experience.
• Experience with audiovisual and meeting room equipment, including projectors, video conferencing systems, and smartboards.
• Experience in a non-profit setting a plus.

Physical Demands: Must be able to lift, move, and carry 10 lbs.