Office Manager

Job Description

Description:

Job Summary

The Office Manager will oversee the daily administrative operations of the Boys & Girls Clubs of North Central Illinois (BGCNCIL) headquarters. This role ensures smooth and efficient office functioning, supports organizational systems and processes, and provides general administrative support to the leadership and program teams. The Office Manager will serve as the first point of contact for visitors and inquiries, and is critical in fostering a professional, organized, and welcoming office environment.

Key Responsibilities

Administrative Operations

Manage day-to-day office operations, including supplies, mail distribution, filing systems, vendor coordination, and equipment maintenance

Serve as the primary point of contact for incoming phone calls, visitors, and general inquiries

Maintain accurate records, filing systems, and documentation for compliance and organizational use

Coordinate schedules and logistics for meetings, trainings, and events as needed

Finance & HR Support

Assist with data entry for financial transactions, invoice processing, and basic bookkeeping tasks under the direction of the VP of Administration & Finance

Support HR-related administrative functions such as onboarding packets, staff files, and benefits documentation

Assist with tracking time-off requests, training documentation, and other staff-related processes

Technology & Facilities

Coordinate with IT vendors for troubleshooting basic tech issues and managing user access to systems. Must have transportation and willing to travel between sites on occasion.

Support general facility needs such as key distribution, safety supplies, and maintenance requests

Communications & Special Projects

Prepare and distribute internal communications and organizational updates as needed

Assist with special projects related to strategic planning, compliance, and administrative initiatives

Provide executive support for senior leadership as requested

Requirements:

Qualifications

Required:

Proven experience in office administration, executive assistance, or operations (2+ years preferred)

Excellent organizational and time management skills with attention to detail

Strong written and verbal communication skills

Proficiency in Microsoft Office (Word, Excel, Outlook) and general comfort with technology

Ability to maintain confidentiality and handle sensitive information with professionalism

Preferred:

Experience in a nonprofit, school, or youth-serving organization

Knowledge of financial and HR systems such as QuickBooks, Paylocity, or similar platforms

Work Environment

This is a full-time, on-site position based in the administrative offices of BGCNCIL. The role requires regular interaction with staff, partners, and the community, and may involve occasional lifting of supplies or office equipment (up to 25 lbs).

Full-time