We are no longer accepting applications for this position.
Overview
SFFILM is seeking a self motivated, organized, and creative full-time, year-round Office Manager to join our team in a role essential to the administrative operations of a busy non-profit and management of our office and facilities. This position is a great fit for a person who wants to support and grow skills in non-profit arts administration, HR, and finance. The Office Manager works closely with the entire organization, but also has numerous independent projects and significant self-directed time.
The Office Manager is a full-time position that reports to the Director of Operations, while also strongly supporting the work of the Director of HR and Administration. This position will be key to the smooth running of our office space, including front desk management and customer service, supply ordering, and serving as a point of contact for facilities related vendors and contractors. This role will work closely on SFFILM hiring and onboarding processes, as well as support the financial reconciliation and compliance requirements of the finance and executive wing of the organization.
As a core member of the Operations team, this role will also support on-site production for events including the San Francisco International Film Festival, Doc Stories, Awards Night, and more, and will help manage inventory and storage throughout the year.
As the first point of contact for office guests and facilities related needs, this role will be expected to work from our SOMA office Monday through Thursday, with the option to work remotely on Fridays. Some night and weekend availability is required, especially during event seasons.
Application review begins August 11, but will be rolling after that. This position is paid hourly at the rate of $23-$25 per hour depending on experience and is eligible for all SFFILM benefits and overtime.
Responsibilities
- Office Management
- Lead management of SFFILM office including, but not limited to, inbound and outbound mail, phone reception, managing office supply orders and office hardware, managing kitchen cleaning and supplies, and greeting guests upon arrival.
- Manage all office and event production supplies, keeping storage clean, organized, and inventoried.
- Oversee the scheduling and coordinating of shared office space and conference rooms for meetings, workshops, etc.
- Serve as the primary point of contact for property manager and facilities vendors (IT, janitorial, and others) as needed.
- Serve as a key member of the customer service team, receiving all general calls, emails, online chat bot, and other inquiries and distributing them to the appropriate department when necessary.
- Act as main point of contact for subletters of office spaces, including providing office tours to prospective subletters, and supporting questions and facility requests.
- Provide light IT administrative support including computer set up, phone system maintenance, password resets, and other minor troubleshooting.
- With the support of the Director of Operations and Executive team, lead the planning and executing of internal events for staff morale.
- Maintain year-round materials such as SFFILM HQ calendar, Org Chart and Festival staff contact sheet.
During non-event periods, manage Production Van, including parking, keys, and van maintenance.
- Finance and Administation
- Working closely with the Director of HR and Administration, support financial tracking and compliance checklists.
- Project manage org-wide credit card reconciliation.
- Support SFFILM accounts payable process via Filemaker and Bill.com.
- Manage logging of all administrative mail and checks.
- Support deposit of checks.
- New Staff Hiring and Onboarding
- Support the Director of HR & Administration with all candidate search processes, including reviewing and tracking applicants, project managing hiring workflows, and supporting candidate communications.
- Assist with creation of seasonal agreements for new staff.
- Project manage IT set up for new hires, including equipment and account set ups.
- Lead orientations, office tours, and security trainings for new staff.
- Own administrative tasks for onboarding and offboarding staff such as assigning Basecamp to-dos, scheduling Welcome
- Emails, and equipment deployment/return.
- Update Org Chart, Festival staff contact sheet, AirTable databases, Google Listservs, and other materials as needed when new staff is onboarded or offboarded
- Program and manage the tracking of office key fobs and security assets for staff,FilmHouse residents, and subtenants
- Update onboarding materials for content and character
- Production and Event Support
- Support Operations team members with event production, including keeping inventory organized, staging materials for events, and acting as a Production Assistant during event load ins and load outs as needed.
- Support on-the-ground event operations including front of house theater operations needs, event support, and other duties as needed.
- Lead all Festival and year-round badge printing processes.
- Work closely with the Communications team and other Operations teams to support the ordering and implementation of signage for all SFFILM events.
Qualifications
- 1-3 years experience in office administration, facilities management/support, and/or event operations.
- An interest in learning about multiple facets of non-profit operations will lend itself to a satisfying experience in this role.
- Extremely detail oriented with experience is managing organizational systems.
- Able to demonstrate strong writing skills, especially in a customer service setting.
- Must be proactive and highly communicative.
- Ability to work autonomously, with minimal supervision and a limited budget.
- Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests.
- Experience with project management systems such as Basecamp is a plus.
- Willingness/ability to perform heavy lifting up to 50 lbs.
- Must have a valid driver’s license and clean driving record, and be comfortable driving a van. Offer will be contingent upon approval from our insurance.
SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.
SFFILM, in accordance with federal and state law, is an equal-opportunity employer. SFFILM does not discriminate on the basis of race, color, national origin, religion, sexual orientation, gender identity, pregnancy/childbirth, medical condition, disability, age, ancestry, marital status, citizenship or veteran status. This nondiscrimination policy covers all candidates, staff members, interns, and volunteers.