Job Details
Are you a highly organized, service-oriented professional who enjoys creating a welcoming, efficient, and well-run workplace? Phi Beta Kappa is seeking an Office Manager to oversee the day-to-day operations of our Washington, DC office while supporting a positive and productive experience for staff, members, visitors, and vendors.
In this multifaceted role, you will coordinate office operations, facilities management, administrative processes, and visitor services to ensure the organization runs smoothly each day.
The successful candidate is highly organized, exercises sound judgment and discretion, manages multiple priorities with ease, and takes pride in supporting Phi Beta Kappa's mission through exceptional operational excellence and customer service.
Position Title: Office Manager
Department: HR, Finance & Operations
Reports To: Director and Assistant Director of HR, Finance & Operations
Status: Full-time, Exempt
Location: Dupont Circle, Washington DC- in person required
Administrative & Operational Support
- Coordinate all incoming mail, courier deliveries, and packages, routing materials appropriately and identifying urgent items.
- Manage outgoing mail and shipping needs for staff while maintaining the organization's shipping accounts and postage meter.
- Provide administrative and financial support, including expense reporting, cash receipting and payables.
- Assist with building insurance renewals and annual reporting requirements, including District of Columbia income and building expense reports and other annual reports.
- Support onboarding logistics for Washington, DC-based employees, including building access, workspace preparation, and other office-related needs.
Communication & Data Management
- Help members navigate questions, find answers, and connect with the right staff partners—ensuring that every interaction reflects the excellence and spirit of Phi Beta Kappa.
- Support membership operations by maintaining accurate member records, assisting with database management, and responding to member inquiries while ensuring data integrity.
- Craft clear, accurate, and timely responses to a wide range of inquiries—ensuring every interaction reflects professionalism and care.
- Maintain the organization's office calendar, including building events, meeting schedules, parking coordination, and other office-wide activities.
- Communicate office updates to staff, including weather-related closures and other important operational announcements.
Office Environment & Facilities
- Serve as the primary point of contact for building management, coordinating office access, maintenance requests, and facility-related needs.
- Foster a clean, organized, and welcoming office environment by maintaining common areas, kitchen spaces, and shared workspaces.
- Manage office supply inventory and purchasing, ensuring essential supplies are readily available while maintaining cost-effective ordering practices.
- Coordinate with vendors and service providers—including cleaning services, landscapers, snow removal, equipment maintenance, and other contractors—and work closely with the Finance & Operations team to track invoices, contracts, and service agreements.
- Coordinate building inspections, oversee follow-up items, and ensure timely resolution of maintenance and compliance needs.
- Welcome visitors, provide orientation to the office, direct them to meeting locations, and coordinate with staff to ensure an exceptional guest experience.
Who You Are
- Detail-oriented and committed to delivering high-quality work with accuracy and consistency and successfully manage multiple priorities.
- Service-oriented, approachable, and committed to creating a positive experience for colleagues, members, guests, and vendors.
- Proactive, resourceful, and comfortable anticipating needs, solving problems independently, and improving processes.
- Adaptable and flexible, with the ability to thrive in a dynamic environment and take on responsibilities beyond the core job description when needed.
- Enthusiastic about supporting Phi Beta Kappa's nonpartisan mission to champion the liberal arts and sciences.
- An excellent communicator who writes and speaks with professionalism, diplomacy, and clarity.
Preferred Qualifications
- Experience in office management, facilities operations, property management, or project coordination.
- Experience with iMIS, Zendesk, or similar customer relationship management (CRM) and support platforms is a plus.
The anticipated salary is in the range of $65,000-70,000 depending upon experience.
The Phi Beta Kappa Society offers excellent benefits, including medical, dental, vision, and retirement. The national office of Phi Beta Kappa is in the heart of Dupont Circle in Washington, D.C.