Office & Facilities Manager - support indie business!

Office Manager Independent Natural Food Retailers Association (INFRA) is seeking an Office Manager for our growing team. If you thrive in a role that relies on effective communication and is equal parts people, details, planning, and responsiveness, please submit your resume and cover letter! INFRA is a cooperative association of more than 400 independently owned natural food retailers serving hundreds of communities in 49 states plus DC & Puerto Rico. Through collective buying power, operational support and exchange, events and education, and innovative marketing programs, we help member businesses thrive in step with their values and communities, a fast-changing industry, and the planet we share. As Office Manager, you will be the heart of the office. Setting the tone for visitors, partners, and staff as they enter our facility, this role will highlight your ability to work with people and showcase your range of business skills. You will seamlessly manage various responsibilities simultaneously, creating an amazing INFRA experience through top-notch office & facilities operations, reception, administrative support, event support, admin support and more. This is an ideal role for someone with business experience looking to grow their career with a team making a difference. What you will own and improve: Reception Welcome and assist visitors, manage incoming calls, direct inventory and samples, and handle general inquiries. Office & Facilities Management Responsible for top to bottom of office. Ensure a safe and comfortable working environment. Ensure all office spaces, including common areas, conference rooms, storage rooms, kitchen, and exterior spaces are clean and kept in top working order throughout each day. Manage all in-office administrative and operational tasks as needed. Manage facilities, office maintenance, repairs, and upkeep. Identify areas for improvement and implement solutions to enhance overall office productivity. Manage mail, supplies and inventory, including shipping, tracking, ordering, and sourcing items. Track and manage office- and event-related expenses against annual budget, ensuring cost-effectiveness. Liaise with vendors and service providers for various office needs (cleaning, grounds work, phones, security, etc), maintain service contracts, and ensure timely delivery of services and products. On-call availability for off-hours building needs. Administrative Support Collaborate with INFRA teams to order, print, and/or organize promotional materials, event materials, swag, etc. Work closely with different departments, such as marketing, member success, purchasing, and People & Culture, to support all organizational goals. Provide backup/partnership to Accounting, People & Culture, and other administrative tasks as needed Meeting & Schedule Coordination Support in scheduling and coordinating meetings, appointments, and events (internal and external).Arrange necessary resources for meetings, such as rooms and equipment. Order and/or direct food deliveries as needed. Manage calendars, schedules, and appointments for both regular office activities and special events. Coordinate with internal teams and external vendors to ensure smooth operations. Event Support Support, coordinate, and/or execute various company, partner, or community events, meetings, and conferences. Handle logistics, including catering and audio-visual requirements. Support communications as needed. Attend events as primary support or host as needed. What you already know:2 years' progressive experience in office management preferably in professional services-based organizations (association, legal, accounting, etc). Knowledge of the food industry strongly preferred Associates Degree or advanced training in business administration, or 2 additional years' experience Experience working in a stand-alone office with facilities needs required Dynamic interpersonal skills and understanding of how to work in a collaborative, thoughtful, and nimble environment with a spirit of support and assistance. Advanced proficiency in Microsoft Office required. Preferred experience with SharePoint, CRMs, Project Management software, Accounting systems, and/or with other SaaS tools. Strong skills in data entry, analysis, and reporting, including experience with associated technology Event planning or support is highly desirable Demonstrated project, organizational, and stress management skills; able to proactively prioritize and seamlessly perform multiple tasks in a cool, collected manner. Excellent attention to detail, planning, communication, and follow through. Forward-looking thinker with demonstrated proactive problem-solving skills. Team member who actively seeks opportunities and proposes solutions. Situationally appropriate communicator. Balance of empathy, directness, and tact when managing sensitive or confidential situations. Proven ability to handle confidential information with discretion. Must be able to lift 50 lbs, climb, stoop, reach, and do computer work. Periodic local travel required, must have a valid drivers license and be able to operate a vehicle.*This role is based in our St Paul MN office, and required to work in-office as a part of our hybrid workforce 5 days/week. Some night, weekend, or offsite work required.