Office Manager (Bilingual Preferred)
Catholic Charities Southwestern Ohio – Fairfield, OH
Catholic Charities Southwestern Ohio is seeking a skilled Office Manager to lead operations at our new Fairfield location. This role is ideal for someone with: social‑service experience, strong organizational and project‑management skills, and the ability to supervise staff, coordinate contractors and movers, manage volunteers, and run onsite services such as a food pantry.
You will ensure smooth daily operations, support program teams, and create a welcoming, efficient environment for clients, staff, and community partners.
What You’ll Do:
Site Operations & Facilities Management
Oversee daily operations of the Fairfield office to ensure a professional, client‑centered environment
Coordinate logistics for the new site, including contractors, movers, vendors, and facility services
Serve as the primary contact for building maintenance, cleaning, security, and other vendor relationships
Conduct internal safety inspections, lead safety drills, and maintain high compliance standards
Build and maintain positive relationships with other tenants and community partners
Reception & Administrative Leadership:
Supervise 1–2 reception staff and ensure excellent customer service
Implement and monitor front desk procedures, scheduling, and visitor management
Provide backup coverage for the front desk when needed
Maintain office supplies, equipment, and inventory
Food Pantry & Volunteer Oversight:
Receive and document food deliveries and donations
Monitor food storage for safety, cleanliness, and compliance with USDA and Shared Harvest guidelines
Coordinate volunteers and support efficient pantry distribution
Maintain ServSafe certification and ensure adherence to food safety standards
Compliance, Reporting & Quality:
Maintain accurate records of donations, deliveries, and inventory
Ensure compliance with agency policies and safety regulations
Participate in Continuous Quality Improvement and Risk Prevention Management committees
Review client satisfaction surveys with leadership
Complete required agency trainings
What You BringRequired:
Associate’s degree or equivalent experience in office administration, business, social services, or related field
At least 3 years of office management or administrative leadership experience
Strong organizational, multitasking, and project‑management skills
Experience supervising staff or volunteers
Proficiency in Microsoft Office and comfort with inventory or tracking systems
Excellent communication, customer service, and problem‑solving abilities
Ability to lift up to 25 pounds and support pantry operations
Preferred:
Bilingual in English and Spanish
Experience in nonprofit or social‑service settings
Knowledge of food safety standards and inventory control
Experience working in multicultural or multilingual environments
Work Environment:
Office setting with regular interaction with clients, staff, and volunteers
Occasional lifting of pantry items
Some evening or weekend hours for events or deliveries
Organizational Responsibility
Employees must be willing to work for a Catholic, faith‑based agency and adhere to agency policies, including not publicly opposing Catholic teaching in speech, writing, or digital media.
