Office Manager

Job description

Organization Description Artists ReEnvisioning Tomorrow Inc “ART INC”, founded in 2018 by Jonathon and Nikki Romain, is Peoria’s foremost arts education non-profit organization. ART INC provides arts education opportunities to nearly 500 students and teaching artists each year. The staff, board, volunteers, and teaching artists of ART INC work tirelessly to nurture a vibrant community through arts and education, foster artistic excellence, entrepreneurship, and bring all people together for a powerful, shared experience regardless of their ability to pay. Job Description ART INC is seeking a highly organized, personable, and dependable Office Manager to oversee the day-to-day on-site office and facility operations at ART INC’s Peoria location, while providing defined administrative support to the HR Manager and the Finance and Grant Manager. The ideal candidate is a welcoming, service-oriented professional who thrives on managing a busy front office, coordinating facility and vendor needs, and handling routine administrative tasks with accuracy and discretion. This position helps maintain a safe, organized, and welcoming environment for staff, partners, and visitors, while supporting efficient business practices in support of ART INC’s mission and continued growth. Duties and Responsibilities: Front Office, Facilities & On-Site Operations Answer and route incoming calls. Manage the front-office and visitor experience. Greet candidates, partners, vendors, and leadership guests. Prepare meeting spaces and provide hospitality. Receive meeting details from the Project Manager and handle on-site execution — preparing the space, greeting and escorting guests, notifying the appropriate leader, and providing hospitality. Maintain facility, maintenance, inspection, and fire-safety logs. Coordinate janitorial services and routine building-maintenance needs. Monitor office supplies, equipment, meeting rooms, and common areas. Follow up with vendors and escalate operational or safety concerns as needed. HR & Finance Administrative Support The Office Manager provides administrative support to the HR Manager and the Finance and Grant Manager through data entry, document organization, routine tracking, and coordination. The HR Manager and Finance and Grant Manager continue to own and manage their respective functions. Assist the HR Manager with routine people and payroll-related administrative tasks, including onboarding paperwork, interview scheduling, candidate-file management, HR management system data entry, and maintenance of personnel files. Assist with maintaining and updating the Human Resources database. Provide administrative support for compensation-program recordkeeping, job-description updates, and performance-evaluation documentation. Handle most of the routine finance administrative support, including preparing bank deposits, tracking insurance premiums, certificates, and renewals, and organizing documentation for audits, GATA-related reporting, and month-end close. Maintain tracking systems and calendars to support timely grant reporting, renewals, and related follow-up, at the direction of the Finance and Grant Manager. Required Skills and Qualifications Three or more years of experience in office administration, front-office/reception, facilities coordination, administrative support, or a similar role. Comfort managing a busy front office and providing a welcoming, professional visitor experience. Strong organizational ability and comfort supporting routine financial, HR, and recordkeeping processes. Strong interpersonal and collaboration skills, with a service-oriented approach to supporting staff, guests, and managers. Working knowledge of administrative, HR, finance, or nonprofit operations practices. Demonstrates good judgment; approachable and professional; solid problem-solving skills; self-motivated; well organized. Preferred Skills and Qualifications Bachelor’s degree and four years of related experience in office administration, business, hospitality, facilities management, human resources, finance, nonprofit administration, or a related field. Additional job-related education may be substituted for the required experience on a year-for-year basis. Experience with facility or vendor coordination, or front-desk/hospitality environments. Diversity, Equity and Inclusion Statement At ART INC. we are committed to providing a fair and welcoming environment for everyone that enters our building, works in our employment, or participates in our programs within the parameters of the law. Benefits ART INC offers a comprehensive benefit package including paid time off, paid holidays, as well as medical, dental, and vision insurance. Mental and Physical Requirements Physical effort is light, with lifting or carrying limited to 25 pounds intermittently as well as walking up and down stairs. Work will include giving tours (3 flights of stairs) and making presentations in front of groups. Occasionally, there is pressure associated with project or activity deadlines. Work will require extended use of a computer keyboard and monitor.