Office Administrator

Reporting to the Director of Operations, the Office Administrator plays a crucial role in the
smooth management of RMMFI’s office location and keeps the organization running smoothly.
This position involves working in person at the office to greet all visitors, providing support and
assistance to staff members, and working closely with the Operations and Finance team. It ensures
the office has all the necessary equipment and is responsible for basic bookkeeping tasks. RMMFI
is looking for an organized and proactive administrator who can support RMMFI’s staff and the
Entrepreneur community.

Essential functions
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
The Office Administrator performs a wide range of duties, including some or all of the following:
Facility Support and Technology:
● Ensures the office space is fully equipped, clean, safe, and functional for day-to-day work.
● Communicates and coordinates with service providers such as cleaners and maintenance.
● Orders office supplies and snacks, manages door access, and communicates maintenance
requests to the landlord.
● Manages RMMFI’s coworking and rental space. Serves as the point of contact for
interested parties, collects payments, and requests signed contracts.
● Greets all guests coming into the office, answers questions, and refers them to the
appropriate team members.
● Sets up conference rooms for hybrid all-staff meetings.
● Provides technology support to staff members and ensures A/V equipment is working
correctly in the office.

Administrative Tasks:
● Organize and compile bi-monthly bookkeeping packet for RMMFI’s bookkeeper.
● Coordinate with the Director of Finance to collect payments and ensure all bills are paid on
time.
● Collects and logs mailed checks and invoices from the post office and deposits checks in
the bank weekly.
● Maintains confidentiality and accuracy in all financial documentation and transactions.
● Communicates with staff members about any important back-office information.
● Respond to general inquiries.
● Basic data entry and departmental support
● Conducts website updates and manages the entrepreneur business directory.
● Other responsibilities as assigned.

Competencies
● Customer Service: Provide a warm and welcoming presence to all visitors and respond to
needs with professionalism and empathy.
● Organize: Demonstrate strong attention to detail, manage time effectively, balance
multiple responsibilities, and set priorities.
● Communicate Effectively: Speak, listen, and write clearly, thoroughly, and in a timely
manner using appropriate and effective communication tools and techniques.
● Solve Problems: Recognize issues and assess situations to identify causes, gather and
process relevant information, generate possible solutions, and make recommendations
and/or resolve the problem.
● Language: English required, Spanish a plus