Mendocino Fiduciary LLC provides numerous essential services for our community, including acting as trustee or executor to settle clients’ estates, and by providing personal & financial management services for clients by acting as agents on a Healthcare Directive or as power of attorney for finance. We can attend to and help manage the financial, physical health and well-being of our clients by providing oversight of their medical and living environments as needed. We act with integrity and maintain the strictest confidentiality for all our clients.
We are seeking a skilled Office Manager to join our dynamic team. This is a full time, in-person position. In this role, you will oversee workplace operations, manage administrative tasks, and support the smooth running of our office located in Fort Bragg. We are looking for someone with excellent organizational and communication skills, as well as a commitment to maintaining a positive and efficient workplace.
Essential Duties and Responsibilities:
o Workflow - assist the fiduciaries with managing the workflow and completion of varied tasks.
o Coordinate appointments, meetings and schedules of fiduciaries and manage staff calendars.
o Communication - ensure effective communication within the office and between staff.
o Correspondence - manage daily communications with clients and other external parties.
o Workflow - track using online tools that manage tasks and timelines of client work.
o New employees - facilitate the onboarding process, including setting up workstations and providing necessary training and supervision.
o Employees - act as the point of contact for employees regarding office policies, benefits, and other HR related queries.
o Office budget & expenses - monitor & prepare reports.
o Company operations & efficiency – plan and implement office systems, layout of office space and equipment procurement, review and approve supply requisitions.
o Office services –organize procedures, manage correspondence, design filing systems.
o Client documents, files, records – maintain their physical & electronic organization and security.
Supervisory Responsibilities:
The Office Manager may supervise 1-3 staff members who carryout office assistant and case manager duties. This position will oversee daily activities of employees, timelines, and workflow and work closely with the contracted Bookkeeper, who handles monthly bookkeeping, accounting, and tax preparation duties. The Office Manager will communicate timelines and objectives to contractors.
Knowledge, Skills, and Experience:
Bachelor’s degree or 5 years of administrative experience with at least 2 years as an Office Manager.
Strong organizational abilities, detail orientated, and able to manage multiple projects simultaneously
Organizational skills to prioritize to do’s and maintain organized office environment to ensure smooth office operations
Exceptional attention to detail ensuring accuracy in documentation, financial transactions, and other administrative tasks
Management and interpersonal skills to build relationships with colleagues, manage conflict and foster a positive office environment
Experience supervising staff, delegating tasks, and providing training and mentorship
Written and verbal communications skills to interact with employees, clients, and vendors effectively
Time management skills to efficiently manage office projects, deadlines, and task management systems
Advanced computer skills including experience in PC and Mac environments
Physical Demands
Prolonged sitting
Frequent use of hands for typing and manipulating documents
Occasional sitting and walking and reaching with hands and arms to access files or equipment
Occasional lifting of computer and printing equipment, as well as office supplies
Generally requiring good hand-eye coordination
Ability to sit for extended periods of time without discomfort
Must be able to lift up to 10 pounds and occasionally move up to 25 pounds
Moving around office to interact with colleagues, retrieve documents and attend meetings
Work Environment:
The office of Mendocino Fiduciary is a traditional work environment where collaboration, support and respect are valued. Employees have their own duties and also are called on to share ideas and work together. The office is open Monday through Friday, 9:00AM to 5:30PM with ½ hour lunch.
Job Type: Full-time, Non-exempt - 32 to 40 hours per week.
Pay Rate: $30.00 - $35.00 per hour, depending on experience.
Benefits:
Paid Sick Leave
Paid Vacation time after the 6-months
Holiday Pay
To Apply:
Send a cover letter explaining why you would be a good fit for this position, your resume and two personal and three professional references to Admin@mendocinofiduciary.com.
Pre-employment background checks will be conducted for all final candidates.