The Housing Endowment and Regional Trust of San Mateo County (HEART) is seeking an Office Manager. This key role is essential for supporting HEART’s operations and ensuring that their small but impactful team can work efficiently and effectively. The Office Manager will oversee the daily administrative functions of the organization, assist with financial and compliance processes, and coordinate efforts among staff, Board members, and community partners. This position is vital for maintaining HEART's professional, responsive, and mission-driven culture while promoting affordable housing opportunities in San Mateo County.

About Housing Endowment and Regional Trust of San Mateo County:

The Housing Endowment and Regional Trust of San Mateo County (HEART) is a nonprofit organization dedicated to preserving and expanding affordable housing options in San Mateo County. We develop innovative financing tools, support mixed-income housing models, and work closely with local government, nonprofits, and community partners to create homes that are affordable for low-income families, seniors, and essential workers. Our mission is to strengthen our community by ensuring housing stability and opportunity for all.

Responsibilities

Administrative & Operational Support

Oversee daily office operations including scheduling, supplies, technology, and vendor relationships.
Maintain digital and physical records, organizational databases, and contact lists.
Support the Executive Director and staff with scheduling and meeting coordination.
Develop and streamline office policies and procedures to improve workflow.

Finance & Compliance

Assist with bookkeeping, expense tracking, and invoice processing in partnership with HEART’s staff and external bookkeeper and accountant.
Assist in preparing program, grant and organization budgets.
Help prepare financial reports and documentation for Board meetings, grants, and audits.
Track contract deliverables, compliance filings, and deadlines to ensure organizational accountability.

HR & Staff Support

Coordinate onboarding for new staff, interns, and volunteers.
Maintain HR files, staff records, and benefits administration.
Promote an inclusive, collaborative, and supportive work environment.

Board & Event Support

Schedule, attend and support HEART’s Board and committee meetings, including preparing agendas, materials, and meeting minutes.
Assist in organizing fundraising events, public workshops, and community engagement programs.
Coordinate logistics for trainings, site visits, and special projects.

Technology & Communications

Manage office technology systems (Microsoft Office Suite, Google Workspace, CRM, file sharing tools).
Support basic external communications, including updating HEART’s website, sending newsletters, and maintaining contact databases.
Ensure smooth internal communications between staff, Board, and community partners.

Qualifications:

Education & Experience

Bachelor’s degree or equivalent experience preferred.
2+ years of office management, operations, or administrative experience (nonprofit or housing/community development experience a plus).

Skills & Competencies:

Excellent organizational and multitasking skills, with attention to detail.
Strong written and verbal communication abilities.
Proficiency in Microsoft Office Suite, Google Workspace (Docs, Sheets, Drive, Calendar), and comfort with CRM/databases.
Ability to work independently and as part of a collaborative team.
Commitment to HEART’s mission of expanding affordable housing and supporting community well-being.

Compensation

Salary range: $40 - $50 per hour depending on experience and qualifications. Regular work schedule requires working 20-24 hours per week.
Benefits include health insurance, retirement plan, paid holidays, vacation and sick leave, and professional development opportunities. Benefits are prorated for part-time employment.
Semi-flexible hybrid work environment. Mainly in office with flexibility for some remote work.