Office Manager

Yaqeen Institute is seeking a dedicated and organized Office Manager to join our growing organization. The role will be responsible for smooth daily operations of the Dallas office, maintenance of the facilities, arranging of corporate events, and supporting the planning and tracking of related expenses. The role will also support the broader Finance team with financial reporting, invoice processing, and other activities.

• Facilities Management:
• Planning and scheduling of routine maintenance, managing repairs, coordinating with contractors for building upkeep, and overseeing preventative maintenance programs.
• Communicating with stakeholders regarding facility issues, providing regular updates on maintenance activities, and responding to employee concerns.
• Supporting the development and management of facility budgets, tracking expenses related to maintenance, repairs, and service contracts. Coordinating with other staff members in various locations to drive consistency.
• Identifying opportunities to streamline/ reduce facility-related expenses by negotiating better terms, identifying cost-efficient alternatives.
• Supporting the identification of service providers, negotiating and managing contracts with vendors for services like cleaning, security, landscaping, and maintenance.
• Office Management:
• Monitoring of office supplies, ordering more when needed, and arranging office supplies
• Supporting the development and management of office supply budgets, tracking expenses related to office supply management. Coordinating with other staff members in various locations to drive consistency.
• Plan and coordinate team events and retreats, including event logistics such as transportation and accommodations. Prepare and manage event timelines and task lists. Critically analyze event performance and coordinate improvement opportunities.
• Helping establish and maintain office procedures, and organizing office operations
• Providing general administrative support to employees as needed
• Serving as the point person for mailing, shipping, supplies, equipment, and errands
• Finance Analysis and Support:
• Supporting Senior Manager - Finance and VP of Finance with:
• Preparation of periodic reporting including comparison to budgets / other periods
• Processing payments of invoices and vendors, and recording financial transactions
• Coordinating with other teams to ensure consistency and accuracy of financial data
• This role does require the flexibility to resolve urgent issues that may arise outside normal business hours.

• Education: Bachelor’s degree in relevant discipline.
• Experience: Minimum of 2 years of experience.
• Entrepreneurial spirit and take-control attitude.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Creative problem-solving skills and attention to detail.
• Experience working in a non-profit or educational organization.
• Familiarity with Islamic values and principles.