Office Manager

About the Office Manager role

1. Summary of position and purpose

LINK Houston seeks a highly-organized Office Manager who will be responsible for daily operations including accounting, human resources (HR), and administration. The ideal candidate possesses strong organizational, communication, and interpersonal skills to manage office-wide procedures and support staff across a diverse set of responsibilities. Your role will contribute to the overall well-being of this team and will be crucial in ensuring that day-to-day operations run smoothly.

2. Key responsibilities and outcomes include:

Accounting

Ensure accurate, timely, and transparent financial records so the organization can meet compliance requirements, make informed decisions, and steward donor and grant funds responsibly:

• Perform day-to-day bookkeeping and accounting tasks with precision and confidentiality while maintaining internal controls, including:

o Manage timely deposit, entry, and acknowledgment of all grants and gifts

o Manage vendor relationships and ensure timely and accurate payments

o Monitor contracts, insurance, leases, subscriptions

o Reconcile credit card transactions and characterize expenses

o Manage general ledger and journal entry adjustments

• Ensure all financial records are maintained accurately in accordance with nonprofit accounting standards:

o Facilitate monthly bank reconciliations and balance sheet account reconciliations

o Prepare monthly financial statements for management review and board oversight

o Support annual independent audit and 990 tax filing

Human Resources & People Support

Central point of contact to manage employee relationships, including:

• Process biweekly payroll and expense reimbursement accurately and on time

• Lead recruiting and ensure timely onboarding and offboarding of new/departing people

• Support benefit enrollments and employee questions

• Maintain confidential employee files and HR documentation

Board Support

• Coordinate scheduling of board and committee meetings over Zoom and in person

• Prepare board packets, minutes, and follow-ups in collaboration with the executive director and other staff

Office Management

Manage general office needs and facility request, including regular meetings and occasional event planning:

• Maintain master calendars and anticipate needs before they become urgent

• Coordinate employee events, celebrations, and culture-building activities

• Provide administrative support to leadership as needed

• Standardize processes and keep shared files organized and easy to navigate

• Manage inventory and purchasing of supplies for the office and program events

Please note: At this time, LINK Houston maintains a private office in the CommonDesk coworking suite at Post HTX. Facilities management is primarily handled by their team.

3. Essential qualifications

• Demonstrated experience as an Office Manager or Bookkeeper:

o 3+ years in an administrative, payroll, or HR support role, and/or

o 3+ years of bookkeeping and nonprofit financial management

• Proficiency in Intuit QuickBooks with daily hands-on, working knowledge is required

• Proficiency in the MS Office suite, particularly MS Excel and MS Outlook

• Strong attention to detail, excellent data entry accuracy

• Strong problem-solving skills

• Exceptional time management skills and ability to prioritize effectively to meet deadlines

• Outstanding written and verbal communication skills

• Comfortable working with individuals from many diverse backgrounds

• Ability to handle confidential information professionally

4. Preferred qualifications

• Bachelor’s degree from an accredited four-year college or university in accounting, finance, business administration (or 5+ years of equivalent hands-on, progressively responsible experience)

• Bilingüe en español for occasional help with document translation and interpretation

• Experience with nonprofit fund accounting and grant reporting

• Experience creating procedures to operationalize new programs

• Experience organizing events

• Skills in Adobe Creative Cloud, Canva, HTML, WordPress

• Commitment to building a just transportation system

5. How the role fits in the organization.

LINK Houston is a small, mission driven team where everyone plays a visible, meaningful role. You will touch many parts of the work and see the direct impacts of your effort. You’ll enjoy this role if you:

• Like switching between strategic thinking and hands-on execution

• Are comfortable figuring things out without a playbook and creating new systems

• Take pride in being dependable and adaptable

• Prefer meaningful responsibility over narrow specialization.

Reporting relationship. The Office Manager reports directly to the Executive Director.

Key collaborators. LINK Houston has a small, but dynamic and collaborative team, including:

• full-time staff and any part-time employees, transit ambassadors, or interns;

• board of directors; and

• contractors and consultants.

Supervisory responsibilities. None at this time.

6. Compensation and benefits

Salary. Annual compensation for this position is between $60,000 and $70,000, depending on qualifications and experience. This is a full-time, at-will, exempt position.

Benefits include group health insurance, paid holidays and leave, negotiable flex hours, and Simple IRA retirement.

Professional development. We value curiosity and lifelong learning. We support professional development aligned with individual goals and organizational needs to help staff grow into broader responsibility.

About LINK Houston

7. Work conditions and logistics

Status: LINK is recruiting for a full-time, salaried, exempt employee. We are also open to a part-time role for an experienced person with exceptional time management skills.

Schedule: LINK Houston’s offices are generally open Monday through Friday from 9:00 a.m. until 5:00 p.m. Full-time employees are required to work a minimum of forty (40) hours per week, including events or activities on some weekday evenings and weekend days.

Location: LINK Houston’s current hybrid work schedule typically includes three days a week in our downtown Houston office, and two days remote.

Transportation. LINK Houston’s mission is to support equitable transportation options including walking, biking, and public transit for all users. In alignment with this approach, LINK Houston will pay for METRO fares and will not pay for parking of individual cars.

Travel. Some overnight travel may occasionally be required in support of program work, professional development, conferences, or team building.

Physical requirements are typical of hybrid office work, including:

• Ability to work at a desk and use a computer for extended periods

• Ability to communicate effectively in person, by phone, and electronically

• Ability to occasionally move around the office and attend meetings

• Ability to occasionally lift or carry office or event materials weighing up to 15 pounds

• Ability to perform essential functions of the role with or without reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

8. Values, culture, and expectations

Nonprofit advocacy. LINK Houston’s vision is to create a city where all Houstonians have the freedom of mobility to access the opportunities this vibrant city offers. LINK Houston is a 501(c)(3) nonprofit organization that advocates for a robust and equitable transportation network so that all people can reach opportunity. To make that vision a reality, the organization supports transformative and inclusive policies, systems, initiatives, and infrastructure development that connect people to opportunity by transit, walking, rolling, and biking. LINK Houston moves ideas into action through community engagement, research, and shaping public policy.

Values. LINK Houston works toward an integrated and holistic approach around transportation equity and access to opportunity. LINK holds the values of racial equity, inclusivity, independence, health, respect, and climate justice at its core.

Equal opportunity. LINK Houston is an equal opportunity employer which values people of all experiences, backgrounds, and perspectives, and strives to cultivate leadership from the ground up. All qualified applicants will receive consideration without regard to race, color, national origin, sex, religion, age, disability, political belief, sexual orientation, gender identity, veteran or military status, genetic information, and marital or familial status. LINK Houston strongly encourages people with lived experiences in the communities they serve to apply.

Application process and timeline

If you’re energized by wearing multiple hats, care deeply about mission-driven work, and want to grow alongside a small team, we’d love to hear from you!

What to submit. Email your resume and cover letter to accounting@linkhouston.org with the words “Office Manager” in the subject line.

Next steps. You will receive email confirmation we received your application, and we will follow up with any next steps. All inquiries and discussions will be considered strictly confidential.

Timeline. This role is open now and LINK Houston is working to fill it as quickly as practicable.

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Houston, TX 77002