Office Manager

Location: Santa Monica
Payroll Status: Full Time (40 hours)
Work week: Sun-Thurs

The Office Manager is responsible for the smooth running of the facility, event, and administrative operations at the Vintage Church office in Santa Monica. The Office Manager will succeed in this role by capably overseeing the Facility Manager, Event Coordinators, and all of the Vintage Ministry Interns (VMI’s) whose role is Operations (8 currently).

The administrative operations include facility management, event preparation and execution, security team management, scheduling, budgeting, ordering, supply management, room reservations, delivery coordination, weekly offering counting, and vendor management.

Key Responsibilities

  • Manage and oversee the work of the Facility Manager, Event Coordinators, and first-year Vintage Ministry Interns.

  • Oversee the ordering for all ministry events (including supplies, food, and beverages), and execute ministry chargebacks and invoicing from ordering

  • Oversee the Master Facility Calendar; room reservations

  • Organize and plan for all-staff work days

  • Participate in the weekly Operations team meetings

  • Maintain office supplies inventory and place orders as necessary

  • Manage incoming mail and deliveries, and manage outgoing mail

  • Along with the Ministry Systems Director, manage & provide first-level maintenance of the IT infrastructure and database

  • Support Director of Finance & HR with tasks related to compliance, staff onboarding & offboarding, and weekly finance functions such as leading the Offering Count Team, handling bank deposits, managing petty cash, staff Pex cards, processing invoices & reimbursements, and vendor relations

  • Provide administrative support to Ministry Director for guest speaker travel accommodations.

  • Function as an Administrator of the Planning Center, Asana, Pex, Google Workspace, Slack apps, adding and removing staff members as necessary, and training where necessary.

  • Oversee budgets related to Office Management and Events.

  • Oversee necessary database updates and management through Planning Center Online

  • Serve as a Team Lead on Sundays, as directed by Executive Director of Operations

  • Create and retain debrief documents on best practices for events, as a reference for future events

  • Other responsibilities and projects as needed to successfully execute this role.

Requirements & Experience

With a staff of 35 employees and interns, this position requires developed leadership and management skills, proficient technological ability, and excellent verbal and written communication skills. The Office Manager will display flexibility to meet the evolving needs of the ministry and ensure each job/project is executed to the highest standard. You need to have a can-do attitude and the ability to prioritize and juggle multiple projects at once.

The ideal candidate will have:

  • A maturing relationship with Jesus

  • Excitement about the vision and mission of Vintage Church

  • Must uphold the values of Vintage Church

  • Ability to coordinate multiple tasks at once, adjust to changing priorities, meet deadlines within a fast-paced environment

  • 5+ years experience in office and people management of a staff size of 25-50 or more

  • Excellent administrative skills such as scheduling, organizing, coordinating, and basic financial administration

  • General knowledge of the typical practices, methods, and equipment utilized in facility maintenance

  • Proven experience in running / managing / preparing for events for up to 1000 people.

  • Knowledge of security practices and protocol

  • Knowledge of safety practices and applicable regulations

  • Proven experience in identifying and solving problems as soon as they arise, without being told (a self-starter)

  • Strong analytical and problem-solving skills

  • Attention to detail while seeing all projects through to completion

  • Professional decorum, ability to communicate well, both verbally and in written form

  • Proficient level computer skills (Mac, Google Workspace)

  • Ability to become proficient with Vintage specific Apps: Planning Center, Asana, Slack, Pex, etc.

  • Experience managing, scheduling and mentoring a team

  • Knowledge of the approaches and techniques involved in budgeting, labor relations, contract management, project management, financial management, record keeping, etc.

  • Discretion, maintaining confidentiality at all times

  • Sound judgment in decision making

  • A team player mentality with a strong work ethic and a strong desire to serve

Pay Range

$60k to $68k annually

If you're interested in this role at Vintage Church, please complete our online Application Form.