Office Manager - Fairfield Office

FLSA STATUS: Exempt

DEPARTMENT: Fairfield Office Operations

REPORTS TO: Chief Operations Officer

SUPERVISORY: Yes

WORK HOURS: 37.5 Hours Per Week

WORK LOCATION: Fairfield, Ohio

DATE: December 2025

Position Summary

The Office Manager provides operational oversight for Catholic Charities Southwestern Ohio’s Fairfield office, which serves multiple programs including Family Development Services, AccuracyNow! Language Services, Mental Health Services, and Food for All. This position ensures smooth day-to-day operations, supervises reception staff, and coordinates facility services such as cleaning and security. The Office Manager manages deliveries and donations for the food pantry, monitors food storage for compliance and safety, and serves as the primary liaison for building maintenance and vendor relationships. Success in this role is defined by efficient office operations, excellent client experience, and strong support for program staff and volunteers.

Essential Job Functions:

Office Operations and Facilities Management

• Oversee daily operations of the Fairfield office to ensure a welcoming and efficient environment for clients, staff, and volunteers.

• Serve as primary contact for building-related issues and vendor relationships, including for cleaning, security, coffee/refreshments, water, shredding, first-aid, and general maintenance.

• Serve as site safety officer by participating in the Risk Prevention Management Committee, administering regular safety drills, and documenting drill participation.

• Conduct internal site safety inspections and report any findings to Director of Quality and Innovation; maintaining 95% + compliance.

• Maintain professional and neighborly relationships with other tenants of Fairfield Crossing.

Reception and Administrative Oversight

• Supervise reception staff to ensure professional and courteous client and visitor interactions.

• Implement and monitor front desk procedures, including scheduling and visitor management.

• Cover the front desk as a backup when reception staff call off or are not available.

• Communicate office closures, such as for holidays, with staff and visitors by placing closure signs in advance of holidays or other closures.

• Maintain office supplies and equipment inventory. Place orders for supplies, as needed.

Food Pantry Oversight

• Receive and document deliveries and donations for the onsite food pantry.

• Monitor food storage areas for safety, cleanliness, and compliance with health standards.

• Coordinate with pantry volunteers and program staff to ensure efficient distribution processes.

• Maintain compliance with Shared Harvest Food Bank and USDA safety guidelines and procedures, including ServSafe certification.

Compliance and Reporting

• Maintain accurate records of donations, deliveries, and inventory.

• Ensure adherence to agency policies and applicable health and safety regulations.

• Participate in agency Continuous Quality Improvement efforts, including participation in monthly CQI meetings, serve on the Risk Prevention Management committee.

• Review client satisfaction surveys with the Director of Quality and Performance.

• Remain current with agency training such as KnowBe4 and Relias.

• Other duties, as assigned.

Required Qualifications and Skills:

• Associate’s degree or equivalent experience in office administration, business, or related field.

• Minimum of three years of experience in office management or administrative leadership.

• Strong organizational and multitasking skills.

• Ability to supervise staff and foster a positive team environment.

• Proficiency in Microsoft Office and familiarity with inventory management systems.

• Excellent communication and problem-solving skills.

• Ability to lift and move objects up to 25 pounds.

Preferred Qualifications and Skills:

• Fluency in written and spoken English and Spanish.

• Experience in nonprofit or social service settings.

• Knowledge of food safety standards and inventory control.

• Familiarity with multilingual environments and cultural sensitivity.

Supervisory Responsibilities:

• Direct reports: 1-2 reception staff

Organizational Responsibility:

Employees of Catholic Charities Southwestern Ohio will have knowledge of the Catholic faith, a willingness to work for a Catholic, faith-based agency and adhere to the policies of Catholic Charities. Employees will not publicly oppose the teachings of the Catholic Faith nor publicly advocate for any position in conflict with Catholic teaching, or the specific positions of the Archdiocese of Cincinnati or the United States Conference of Catholic Bishops. This requirement includes any public speech, demonstration or writing including the use of social media or other digital technologies.

Work Environment:

Typical office environment with occasional lifting and moving of pantry items. Some evening or weekend work may be required for special events or deliveries.

Physical Demands:

Must be able to meet the following physical requirements, with or without reasonable accommodation:

• Use hands to manipulate, handle, feel, and control items or equipment;
• Talk to other employees/clients and hear them;
• See and be able to read, write, and interpret written documents;
• Occasionally lift and move objects weighing up to 25 pounds.

Please submit resumes to [email protected]. Resumes will be accepted until the position is filled.