About the Position

The Office Manager serves as the primary point of contact for ASP's Johnson City office and provides essential administrative and operational support to the organization. Daily responsibilities include managing front desk operations, processing incoming and outgoing mail and deliveries, coordinating facilities vendors and office maintenance, and handling invoice and billing processing for facilities and organization-wide accounts. The Office Manager also provides direct administrative support to the Chief Administrative Officer, serves as an internal point of contact for organization-wide information, and supports staff with other projects and tasks as needed.

The Office Manager will ensure that all visitors, callers, and staff are welcomed and assisted in a courteous, professional manner, and that the office environment reflects ASP's values and commitment to excellence in all that we do. This is a full-time, non-exempt position, reporting to the Chief Administrative Officer.

Job Responsibilities

Front Desk & Reception

Serve as the first point of contact for ASP's Johnson City office, greeting and welcoming visitors and ensuring a professional, hospitable atmosphere

Answer incoming calls with courtesy and professionalism, providing basic information as needed, such as timelines for service, application process details, and event and volunteer information; direct in-depth calls to the appropriate staff member

Sign for and receive all deliveries; process incoming and outgoing mail and packages

Facilities & Vendor Coordination

Schedule and coordinate office cleaning, lawn care, commercial carpet cleaning, and pest control services

Ensure office machines are in good working order and arrange maintenance or repairs as needed

Maintain the tidiness and professional appearance of all common areas, including hallways, workroom, restrooms, breakroom, supply room, and conference room

Provide onboarding information regarding building security access points and gate access

Supplies & Inventory

Order and maintain adequate stock of office, cleaning, and water supplies at all times

Regularly stock office kitchen with snacks, drinks, and quick meals available to all staff

Invoice & Billing Processing

Process invoices for facilities-related expenses, including utilities, contracted services, and facilities insurance

Process ASP-wide billing and invoices, including vehicle and construction insurance and other organizational accounts

Maintain organized records of invoices and payments in coordination with relevant staff

Administrative Support

Support the Chief Administrative Officer with administrative tasks, special projects, and operational needs as assigned

Assist Executive Leadership Team (ELT) and Ministry Leadership Group (MLG) members with administrative tasks and special projects as needed

Maintain usage calendars for conference room and flexible office spaces

Serve as an internal point of contact for organization-wide information

File annual reports with the states in ASP’s service area and complete or file other annual reports and certifications as needed

Qualifications

Required:

High school diploma or equivalent

At least one year of experience in an office, receptionist, or administrative support role

Proficiency in Microsoft Office Suite (Word, Outlook, Excel)

Strong verbal and written communication skills

Ability to manage multiple tasks and priorities in a fast-paced environment

High degree of professionalism, discretion, and attention to detail

Reliable, punctual, and self-directed with minimal supervision needed

Willingness to work in a Christian environment

Desired:

Associate degree or higher in Business Administration or related field

Three or more years of office management or administrative support experience

Experience with invoice processing, accounts payable, or basic bookkeeping

Familiarity with office phone systems, building access/security systems, or facilities coordination

Experience supporting senior leadership in an administrative capacity

Prior experience in a nonprofit environment

Other Requirements:

Valid driver’s license and insurable motor vehicle record

Satisfactory background check

Salary and Benefits

ASP provides a market-based salary and generous employee benefits program including:

Comprehensive medical, dental, and vision insurance offered for employee and family

Life insurance, retirement plan, medical spending plan, and other typical benefits

Generous holiday, vacation, personal, and sick time away based on ASP policy in effect at time of employment

Phone and laptop provided for work use

ASP vehicle available for local and regional business travel