Office Manager

Pay Range $45.00-$48.00/hourly

Please contact Lambent with any inquiries at

www.lambentservices.com

212-257-9635

About Us

The Masons of California is a nonprofit membership organization serving nearly 40,000 members and 330 lodges throughout the state. We are a values-driven organization committed to leadership, philanthropy, service, and continued learning. Our employees help carry out a broad mission while supporting a complex family of nonprofit and affiliated organizations. With some 600 employees across its affiliated entities, the organization's San Francisco headquarters employs approximately 70 team members, who work from one of three campuses or in a remote or hybrid capacity. Located atop Nob Hill, the headquarters shares its address with the acclaimed Masonic Auditorium, a 3,300-seat concert hall, exhibition space, and art gallery, putting culture, architecture, and city views just outside the office door. Across the street, spend your lunch break walking the labyrinth at Grace Cathedral or enjoying the picturesque Huntington Park.

Position Overview

Reporting to the Director of Operations and Administration, the Office Manager supports executive operations and the day-to-day functioning of the office at the headquarters of this complex, fast-paced organization. The Office Manager supports a welcoming, efficient, and well-maintained workplace by overseeing office supplies and shared spaces, coordinating vendors and equipment maintenance, and greeting visitors.

The role also manages executive calendars and expense reporting, coordinates annual calendars for certain boards and committees, and helps ensure that meetings are organized effectively.

Key Responsibilities

• Office supply & inventory management: Oversee the ordering, stocking, and organization of supplies for the copy room, breakroom, hospitality closet, and general office operations; monitor inventory levels and maintain clean, functional shared spaces.
• Vendor, equipment & facilities coordination: In partnership with the administrative assistant, manage vendor relationships, maintenance plans, and service contracts for office equipment and machines, including coordinating repairs, preventative maintenance, and operational support for office systems and appliances.
• Records retention: Maintain and enforce the organization's records retention program, ensuring documents are retained, archived, and disposed of in accordance with legal requirements, and organizational policy.
• Calendar management: Manage active calendars for executives, including recurring and one-time meetings, appointments, speaking engagements, conferences, travel, special events, and planned time off. Input and maintain the annual calendars for designated board and business committees with supervision from the Board Governance Manager.
• Expense reporting: Maintain and input purchasing receipts and provide appropriate coding for the monthly expense reports of three executives.
• General office operations support: Track office-related expenses, assist with onboarding logistics, coordinate office assignments, support internal meetings and events, and identifying opportunities to improve office efficiency and employee experience.
• Facility tours: Provide occasional facility tours of the private event space within the building to prospective clients and partners.
• Administration coverage: Provide backup coverage for select Administrative Assistant duties such as mail and delivery administration, visitor greeting and hospitality, and record maintenance during the Administrative Assistant's absence.

Requirements

Education & Experience

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum of 5 years of administrative experience in an operations/office management setting.
• Experience working in a nonprofit, membership-based, or mission-driven organization is preferred.
• Experience coordinating vendors, supplies, and calendars is preferred. Legal aid or accounting assistance is a plus, but not mandatory.
• Professional written and verbal communication skills and a service-oriented approach to employees, executives, volunteer leaders, and guests.

Skills & Competencies

• Exceptional organization and attention to detail, with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams, Asana (or similar project management software), and SharePoint.
• Strong written and verbal communication skills, including note-taking, drafting correspondence, and preparing polished presentations.
• Discretion and professionalism when handling confidential information and executive communications.
• Ability to work independently, take initiative, and exercise sound judgment.
• Proven ability to coordinate travel logistics, scheduling, and expense reporting.
• Comfort working in a fast-paced, in-person office environment with a small, collaborative team.

Other Requirements

• Regular on-site presence at the California Masonic Memorial Temple (San Francisco).
• Availability to occasionally assist with evening or weekend events (e.g., board meetings, annual conference).
• Must be able to lift and carry up to 20 pounds (e.g., meeting materials, office supplies).

Benefits

At the Masons of California and its related entities, you will have the opportunity to combine your passion for helping people and high ethical standards with opportunities to advance your career. In return for your skills and passion we offer:

• A work environment focused on teamwork and support for excellent care

• Excellent health, wage replacement, and other benefits for you and your family's well-being

• A generous contribution to a 401K plan whether or not you participate, and an additional contribution from the company when you participate in the plan

• Investment in your growth through tuition reimbursement - $1,500 per year