Position Summary
The Office Manager oversees the day-to-day operations, financial administration, building management, technology coordination, and organizational systems for both the Chamber and its nonprofit organization. This position plays a critical role in supporting organizational effectiveness, operational continuity, financial stewardship, and member service. Responsibilities include accounts payable/receivable management, budgeting and forecasting support, financial compliance and recordkeeping, workflow coordination, and collaboration with the Chamber’s third-party accounting firm.
Financial
- Manage accounts payable and accounts receivable processes including invoice creation, collections, deposits, payment processing, coding, reconciliations, and maintaining accurate records in QuickBooks Online (QBO) and Chamber CRM systems.
- Maintain physical and electronic financial records, vendor files, customer account information, and supporting documentation in accordance with organizational policies and best practices.
- Reconcile Chamber CRM and QBO accounts receivable reports monthly and maintain the A/R Aging Report to support timely collections and accurate financial reporting.
- Coordinate closely with the Chamber’s third-party accounting firm to support financial reporting, budgeting, forecasting, audits/reviews, tax filings, compliance requirements, and Finance Committee and Board reporting.
- Assist in preparing and amending annual Chamber and nonprofit budgets as approved by the President/CEO and corresponding committees/Board of Directors.
- Prepare and maintain financial schedules including prepaid expenses, payroll accruals, depreciation, fixed assets, and other supporting schedules as needed.
- Prepare end-of-month and end-of-year journal entries and assist in maintaining accurate general ledger records.
- Assist in providing information and documentation for annual audit/review processes, Form 990 preparation, and vendor 1099 reporting.
- Answer requests for W-9s, tax exemption certificates, vendor forms, invoices, and financial documentation.
- Track member-as-vendor usage and maintain supporting records for reporting and retention purposes.
- Document and maintain Chamber financial policies, procedures, and workflow processes to support organizational effectiveness, continuity, and compliance.
Operations
- Develop, maintain, and improve organizational systems, workflows, and documentation to support operational continuity and long-term organizational effectiveness.
- Troubleshoot all equipment problems and/or coordinate with appropriate technicians and IT contractors as needed to solve technical and equipment issues.
- Serve as facility coordinator by overseeing needed repairs or services to the chamber building and scheduling regular maintenance appointments with 3rd party vendors.
- Maintain inventory of Chamber furniture, fixtures, and electronics, ensuring all items are in proper working order, equipped with necessary software, credentials, and accessories to perform their functions correctly.
- Manage and monitor vendor contracts, including tracking renewal and expiration dates, researching and evaluating vendors and pricing, and coordinating RFP processes to ensure timely procurement and uninterrupted services.
- Research and request quotes for purchases and services.
- Maintain corporate records and documents in compliance with legal requirements and best practices, ensuring accurate recordkeeping and timely annual reviews.
- Develop and maintain business continuity, emergency response, and disaster preparedness plans for the Chamber, building, and staff..
- Assist in onboarding new personnel, processing new employee paperwork and administering benefit programs.
- Ensure the Chamber is efficiently organized to comply with human resource processes in accordance with legal and internal policies.
- Maintain and update Employee Handbook, Policy Manuals & Operations Manual.
Event Management
- Responsible for managing Chamber software systems related to event invoicing, payment processing, chart of accounts, fee items, and financial tracking for Chamber programs and signature events.
- Coordinate and support the financial and operational execution of Chamber events through accurate invoicing, reconciliation, payment processing, deposits, raffle administration, and reporting.
- Manage event-related technology and assist with training staff and volunteers on payment processing and point-of-sale systems.
- Attend Chamber programs, meetings, and signature events to provide onsite operational, registration, event check-in, payment processing, and customer service support.
- Work closely with the Events Manager to ensure accurate sponsor, attendee, and event financial records are maintained.
Other Duties & Responsibilities as Assigned
- Serve as staff liaison for Finance Committee and other committees as assigned through offering administrative support through tracking attendance, taking minutes, and preparing agendas and committee reports
- Provide customer service by greeting guests, answering incoming calls, and managing outgoing mail in accordance with policy guidelines
- Update member records as needed to ensure data integrity of member information
- Become well-versed with member benefits to address member needs and retain delinquent membership accounts
- Perform various other assignments made by the President/CEO
- Participates in monthly and quarterly coaching and performance reviews with the President/CEO to assess job performance, goal setting, and professional development
Competencies
- Solid business acumen including budgeting, reporting and operations.
- Professional, proactive, and solutions-oriented individual with strong problem-solving skills and ability to communicate effectively both orally and in writing.
- Ability to create a positive impression of the Chamber while responding to members either by telephone, in person, via email, or at assigned events.
- Skilled at managing multiple priorities, meeting deadlines, adjusting priorities and demonstrating confidence when working with diverse stakeholders in a fast-paced work environment subject to frequent job interruption.
- Ability to prioritize tasks, manage time effectively, communicate project updates, and seek clarification on competing priorities when needed in order to provide excellent service to Chamber prospects, members, and team members.
- Ability to maintain confidentiality and exercise sound judgment regarding financial, personnel, and organizational matters.
- Possess a high level of personal and professional integrity; ability to follow the guidelines of the Chamber’s team norms and core values.
- Must maintain exceptional accuracy and attention to detail, ensuring all work is complete, correct, and reliable.
- Passion for and commitment to the Pasadena Chamber’s mission of advocating, connecting, educating, and serving the business community. Experience working in a nonprofit environment, including grant tracking, reporting, and compliance management preferred.
- The ideal candidate thrives in a fast-paced, mission-driven environment and demonstrates adaptability, initiative, and a commitment to supporting the Chamber’s mission, strategic priorities, and member experience.
Position Requirements
- This is a full-time 40-hour-per-week position; days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. onsite at the Pasadena Chamber of Commerce. Occasional evening and weekend commitments for Chamber and community events is required.
- Minimum of three years relevant experience in accounting, vendor management, and office administration preferred
- Associates or Bachelor’s degree in business management, administration or accounting preferred
- Chamber experience through prior employment or Chamber membership preferred
- Experience working in a nonprofit environment, including grant tracking, reporting, and compliance management preferred
- Knowledge of the City of Pasadena and available community resources preferred.
- Intermediate level QuickBooks Online, MS Word, Excel, PowerPoint, Google Sheets/Docs, Adobe Acrobat, and POS application skills
- Experience ensuring organization’s compliance with federal, state and local regulations, standards and best practices
- Experience managing strategic initiatives, financial forecasting, budgets and oversight
- Ability to quickly learn and administer web-based Chamber database and point-of-sale systems, including training staff and volunteers on proper usage.
- Must possess working knowledge of computer systems in order to set up, maintain, and troubleshoot computers, laptops, iPads, and other office technology.
- Physical tasks involve the ability to exert moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and lifting, carrying, pushing and/or pulling of objects and materials of moderate weight up to 40 pounds.
Interested applicants should email resumes to careers@pasadenachamber.org
