JWilliams Staffing · 9 hours ago
Office Manager
Tustin, CA
Contract
Onsite
Mid, Senior LevelJWilliams Staffing is seeking an Office Manager/Administrative Assistant to lead administrative and operational functions within the organization. This role involves overseeing office operations, managing communications, and providing support to executive leadership, ensuring a professional and efficient office environment.
Real EstateStaffing Agency
Hiring Manager
Patti Sigafus
Responsibilities
Oversee all daily operations of the office
Serve as the first point of contact for visitors, callers, and general inquiries; direct individuals to appropriate staff
Manage incoming and outgoing mail; order and maintain office and kitchen supplies
Prepare office, conference rooms, and meeting spaces as needed
Ensure office areas are maintained, and operational needs are addressed promptly
Oversee administrative staff to ensure duties are clearly understood and executed to the highest standard
Manage the companies' information email inbox and phone line
Respond to inquiries from nonprofits and individuals seeking assistance; route requests appropriately
Return voicemails and emails in a timely, professional manner
Generate thank-you letters, donor receipts, and correspondence; upload documentation to SharePoint
Assist the Executive Director and Senior Director of Operations with correspondence, presentations and collateral material as needed
Provide oversight of IT systems, technology infrastructure, and data management
Manage CRM (Salesforce) and ensure data accuracy, cleanliness, and monthly audits
Provide Salesforce access and training support for staff
Assign and manage staff email accounts, phone numbers, Outlook access, and Zoom accounts
Set up, remove, replace, and upgrade computer hardware and software
Maintain SharePoint structure and ensure important documents are stored and accessible
Research and implement new payment platforms and systems as needed
Manage all incoming donations, pledges, campaign giving, and receivables
Electronically deposit checks and upload records to Salesforce and SharePoint
Track monetary and in-kind donations, including volunteer hours, and reconcile with internal teams
Scan, code, and route invoices for approval; process and approve administrative invoices
Produce annual 1099 forms for all workers
Assist with payments for debt, insurance, real estate taxes, and other obligations
Support the Finance Director and Senior Director of Operations with audit documentation and reporting accuracy
Maintain all HR staff files and documentation
Coordinate onboarding and offboarding staff, including exit interviews
Administer staff insurance enrollment, timecards, payroll coordination, and benefit documentation
Review and manage annual performance reviews and goal alignment
Support staff development, coaching, and interpersonal communication
Monitor and document HR compliance incidents and risk mitigation
Ensure compliance with employment laws, internal policies, and nonprofit best practices
Administer time and attendance systems
Manage payroll processing and tax coordination with external providers
Maintain internal accounting and cloud-based systems related to payroll and benefits
Review and recommend medical, dental, life, and other insurance plans annually in coordination with the Senior Director of Operations and Finance Director; communicate changes to staff
Prepare Board of Directors, Executive Committee, and Committee agendas and minutes
Ensure all minutes are signed, recorded, filed, and uploaded to SharePoint appropriately
Maintain Board action tracking and ensure staff access to governance documents
Assist with new Board Member packets, annual paperwork, and demographic surveys
Coordinate Asset and Finance Committee logistics, agendas, minutes, reports, and Zoom meetings
Support recruitment efforts for Board and committee members
Manage organizational calendars and coordinate meetings across departments
Schedule meetings for the Executive Director, Senior Director of Operations, and Senior Leadership Team
Create Zoom meetings and calendar invitations
Prepare staff meeting agendas and minutes; distribute finalized notes to staff
Manage RSVPs for events, including elected officials, and coordinate day-of logistics
Create Doodle polls and surveys as needed
Support the Senior Director of Operations, Executive Director, and Leadership Team with documentation, presentations, and reporting
Create presentations using PowerPoint, Canva, or other tools
Maintain manager-level responsibility and operational oversight across administrative functions
Qualification
Required
Experience in office management or administrative support
Strong organizational skills and attention to detail
Excellent communication skills, both written and verbal
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Experience with CRM systems, preferably Salesforce
Ability to manage multiple tasks and prioritize effectively
Knowledge of HR compliance and best practices
Experience in financial administration and donation management
Ability to maintain confidentiality and handle sensitive information
Strong problem-solving skills and ability to work independently
Experience in coordinating meetings and events
Preferred
Experience with SharePoint and cloud-based systems
Familiarity with payroll processing and benefits administration
Experience in a nonprofit organization
Knowledge of employment laws and regulations
Experience in supporting board and committee governance
Company
JWilliams Staffing
JWilliams Staffing is a real estate company that provides property management and sales services.
Founded in 2004
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
JoAnne Williams
Founder/CEO/President
Company data provided by crunchbase