As the Boys & Girls Club of Truckee Meadows celebrates its 50th Anniversary of serving our community, we are looking for a mission-driven professional to join our Administration team. The Office Manager / Receptionist oversees daily office operations to ensure a smooth, efficient, and professional workplace environment. This position supports senior leadership by managing administrative functions, coordinating logistics, maintaining supplies and equipment, and ensuring that office systems and resources operate effectively. This dynamic position requires strong attention to detail, the ability to anticipate needs, think critically, and offer solutions to problems. The ideal candidate will demonstrate professionalism, confidentiality, and strong customer service skills.
Our Mission: To enable all young people, especially those who need us most, to reach their full potential as caring, productive, responsible citizens.
These are some of the essential functions of the Office Manager position:
Office Operations & Administration
- Oversee daily office functions to maintain an organized, clean, and professional work environment.
- Provide clerical support to Administration staff.
- Order, stock, and track office supplies, snack and coffee station items, and equipment, ensuring cost-effectiveness and timeliness.
- Serve as the primary contact for office vendors and copier provider.
- Coordinate repairs, maintenance, and office moves in collaboration with facilities or IT.
- Manage all conference room reservations, meeting setups, and general office scheduling logistics.
Travel & Event Coordination
- Arrange all travel as requested, including flights, lodging, and transportation.
- Assist with planning and logistics for meetings and other staff events.
- Coordinate catering, manage conference room setups, and technology needs for on-site meetings.
Communication & Support
- Serve as the first point of contact for internal and external inquiries; greet and assist visitors.
- Handle all incoming correspondence, including calls, mail, and emails, and route accordingly.
- Coordinate internal and external communications, including scheduling meetings and preparing materials.
- Communicate office-wide updates and reminders clearly and consistently.
- Support organizational communication by maintaining internal directories, office calendars, and bulletin board.
Records & Financial Support
- Process company credit card reconciliation for senior leadership.
- Submit eReqs and process expense reports related to office operations.
Other Duties
- Attend administrative/leadership meetings and process minutes; assist with other staff meetings and events as needed.
- Maintain administrative documentation for Board members.
- Support special projects and administrative initiatives as assigned
- Coordinate staff meetings, celebrations, and trainings to foster team culture and alignment.
- Foster a positive, professional, and solutions-oriented work culture.
ALL BGCTM employees have the responsibility to help maintain the safety of our members and staff and ensure an optimal Club experience for all. To achieve this, ALL BGCTM employees must demonstrate and uphold BGCTM core values: generosity, respectfulness, encouragement, accountability, and trustworthiness.
In exchange, BGCTM offers extensive benefits:
- We offer all full-time employees 100% employer-paid medical, vision, and dental plans. All full time employees also receive complimentary Short Term Disability, Long Term Disability, and Life Insurance coverage.
- When we say we nurture great connections and build great futures, it’s not just for our youth members. At BGCTM, staff members build their futures too - with benefits like annual tuition reimbursement and a 7% pension plan.
- Plus, full-time employees are eligible for PTO.
REQUIRED SKILLS/ABILITIES:
- Excellent written and verbal communication skills, able to communicate effectively with a diverse population, and represent BGCTM professionally to the community.
- Customer service skills and the ability to maintain a positive, professional demeanor at all times is required.
- Excellent organizational and time management skills, and attention to detail.
- Able to produce and provide reports in a timely manner.
- Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
- Able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Proficient with Microsoft Office Suite or similar software and general office technology.
- Extensive knowledge of office administration, clerical procedures and recordkeeping systems.
EDUCATION/EXPERIENCE REQUIREMENTS:
- High School Diploma or GED required; Bachelor’s degree strongly preferred.
- Minimum of five years of related experience strongly preferred.
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
- Must be able to perform duties which require walking, talking, hearing, standing, sitting, and/or bending for long periods of time. May occasionally be required to kneel, run and/or climb.
- Must be able to use hands and arms to enter data into the computer, use the telephone and other office equipment.
- Must be able to perform surface and deep cleaning, as needed.
- Must be able to lift, move manipulate and or hold objects up to 45 pounds. Objects that exceed the 45-pound weight limit require additional assistance when moving, lifting or manipulating.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
CERTIFICATIONS/ASSOCIATIONS:
- After hire, will receive mandatory paid on-line and in-person training, including Safety Skills, CPR/First Aid, etc.
- After hire, will be registered with Boys and Girls Clubs of America.
As part of our commitment to child and member safety, there are some additional steps that all hires will be asked to complete.
- You will need to provide 3 references. These references must be professional references.
- You will also be asked to complete a drug screen, background check, and fingerprint check.
We have a commitment to being GREAT.
At Boys & Girls Club of Truckee Meadows, you’ll have the opportunity to lead a great life, inspired by GREAT values: Generosity, Respect, Encouragement, Accountability, and Trustworthiness. Boys & Girls Club of Truckee Meadows is committed to practicing those values to create places where every kid feels safe and connected—a place to belong and a place to become—and a fun, positive work environment where you can be sure you’re making a difference.
For more about what makes Boys & Girls Club of Truckee Meadows a great place to work, visit our web page at https://bgctm.org!
