Office Manager (Divisional Headquarters)

The Salvation Army Mission Statement:

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Job Objective:

As the Office Manager, you will oversee the daily operations of The Salvation Army Indiana Divisional Headquarters office, ensuring an efficient, organized, and welcoming environment. This role includes managing the administrative processes and oversight of the building maintenance in coordination with external contractors and internal teams. Additionally, the Building Manager will provide supervision for reception, the mail/supply rooms, and maintenance/janitorial staff. The Role requires strong organizational skills, leadership, and a commitment to ensuring that the Mission of The Salvation Army is effectively carried out.

What You Will Do:

Administrative Oversight

• Assist in the planning and coordination of office space allocations and moves, ensuring operational efficiency, including communication systems (e.g. Phones, network access, etc.)
• Maintain office & break room supplies stock for designated areas, and/or as requested
• Oversee front desk operations, ensuring proper coverage, customer service, and visitor management.
  
  
  
  • Supervise and coordinate the activities of the receptionist and mail room to ensure smooth daily operations.
  
  
  
  
• Supervise the work of the Maintenance Supervisor and contracted cleaning and service personnel.
• Manage relationships with external vendors and service providers, including negotiating contracts, overseeing work, and ensuring service quality.
• Respond promptly to emergency operational issues and ensure quick resolution

Building Operations & Maintenance:

• Oversee the maintenance and repair of all building systems, including HVAC, plumbing, electrical, and safety systems.
• Ensure compliance with safety, health, and environmental regulations, conducting routine inspections and audits.
• Develop and implement a preventative maintenance schedule to minimize disruptions and maintain building functionality.

Staff Leadership & Development

• Work in conjunction with the HR Department to provide leadership and guidance to building support staff, including training, performance evaluation, and professional development
• Assist HR Director in coordination and preparation for quarterly employee meetings.
• Foster a positive and collaborative work environment that aligns with the mission and values of The Salvation Army
• Lead building safety efforts and initiatives (e.g. Active Threat training, CPR/AED training, ServeSafe food handling).

Budget & Reporting

• Assist in the development and management of the building operations budget, controlling expenses and ensuring cost-effective use of resources.
• Provide regular reports on building operations, maintenance activities, and administrative functions to leadership.
• Coordinate with the finance department and/ or property department on expenditures relates to building repairs, supplies, and contracts.

Other tasks as assigned by leadership

• Provide leadership to the Hope Scholarship Steering Committee, application & funds distribution process
• Perform related duties as required to support overall operations

Minimum Qualifications: The requirements listed below are representative of the minimal education, experience, skills, and/or abilities required for this position.

Education:

High School Diploma or equivalent; Associate degree (or higher), in business administration, facilities management, or related field preferred.

Background Checks: Position requires a background check to be completed, and all background check results will be reviewed.

Experience:

Minimum of 3 years of experience in office management, building maintenance, facilities management, or a similar role.

Experience in managing administrative functions and supervising staff.

Strong organizational and leadership skills, with the ability to multitask and handle various responsibilities efficiently.

Excellent communication skills and a customer service-oriented mindset.

Understanding of building systems and property maintenance, as well as knowledge of relevant safety regulations (preferred) or high capacity to learn.

Certifications: Must have a valid driver's license and maintain The Salvation Army Driver's qualification standard; must complete Safe From Harm training within the first 90 days of employment.

Skills/Abilities:

• Able to speak, write and understand English in a manner sufficient for effective communication with leadership, field personnel, and clientele.
• Computer proficiency with Microsoft products and ability to learn electronic reporting systems.

Supervisory Responsibility: Maintenance Staff, Receptionist/ Mail room staff, outside vendors and contractors (as necessary).

The physical requirements described here are representative of those that must be met by an employee to successfully perform the duties of this job. Reasonable accommodation may be made to enable individuals to perform the essential functions of this job.

Physical Requirements Include:

• Good speaking, hearing and vision ability, and excellent manual dexterity
• Lifting, pulling, and pushing of materials up to 25 pounds
• May require bending, squatting, walking.

Travel: Position requires occasional travel to other locations for events, trainings, meetings, conferences.

Working Conditions: Work is performed in a typical office environment; some warehouse/supply room conditions.

Work involves some exposure to outside elements when dealing with contractors for building maintenance.

Some evenings, weekends, and "offsite" work may be required for special events.

All employees recognize that The Salvation Army is a church and agree that they will do nothing as an employee of The Salvation Army to undermine its religious mission.

The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.

This job description should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of the position. Other job-related responsibilities and tasks may be assigned. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.