Office & Facilities Manager - support indie business!

Independent Natural Food Retailers Association (INFRA) is seeking an Office and Facilities Manager for our growing team. If you thrive in a role that relies on effective communication and is equal parts people, details, planning, and responsiveness, please submit your resume and cover letter!

INFRA is a cooperative association of more than 400 independently owned natural food retailers serving hundreds of communities in 49 states plus DC & Puerto Rico. Through collective buying power, operational support and exchange, events and education, and innovative marketing programs, we help member businesses thrive in step with their values and communities, a fast-changing industry, and the planet we share.

As Office Manager, you’ll manage the day-to-day operations of our office and standalone facility. About 60% of your time will focus on office operations, reception, administrative and event support, and the staff and visitor experience. The other 40% is hands-on management of our building, property and small warehouse—from deliveries, boxes and inventory to maintenance, security, vendors, snow, grass and everything in between. This is an ideal role for someone who loves variety, takes ownership, and makes sure things get done. Come grow your career with a team making a difference.

What you will own and improve:  

Reception

• Welcome and assist visitors, manage incoming calls, direct inventory and samples, and handle general inquiries.

Office & Facilities Management (INFRA has a standalone office building with a small attached warehouse.)

• Responsible for top to bottom of office. Ensure a safe and comfortable working environment. Ensure all office spaces, including common areas, conference rooms, storage rooms, kitchen, and exterior spaces are clean and kept in top working order throughout each day.

• Manage facilities, building, and office maintenance. Includes repairs, and upkeep (performed within role and/or managing vendors - including snow, lawn, pest control, janitorial, receiving, organization/storage, cleanliness, security, etc)
• Manage all in-office administrative and operational tasks as needed

• Identify areas for improvement and implement solutions to enhance overall office productivity.

• Manage mail, supplies and inventory, including shipping, tracking, ordering, and sourcing items.

• Track and manage office- and event-related expenses against annual budget, ensuring cost-effectiveness.

• Liaise with vendors and service providers for various office needs (cleaning, grounds work, phones, security, etc), maintain service contracts, and ensure timely delivery of services and products.
• On-call availability for off-hours building needs.

Administrative Support 

• Collaborate with INFRA teams to order, print, and/or organize promotional materials, event materials, swag, etc.

• Work closely with different departments, such as marketing, member success, purchasing, and People & Culture, to support all organizational goals.

• Provide backup/partnership to Accounting, People & Culture, and other administrative tasks as needed

Meeting & Schedule Coordination

• Support in scheduling and coordinating meetings, appointments, and events (internal and external).

• Arrange necessary resources for meetings, such as rooms and equipment. Order and/or direct food deliveries as needed.

• Manage calendars, schedules, and appointments for both regular office activities and special events.

• Coordinate with internal teams and external vendors to ensure smooth operations.

Event Support

• Support, coordinate, and/or execute various company, partner, or community events, meetings, and conferences.

• Handle logistics, including catering and audio-visual requirements. Support communications as needed.

• Attend events as primary support or host as needed.

What you already know: 

• 2 years’ progressive experience in office management preferably in professional services-based organizations (association, legal, accounting, etc). Knowledge of the food industry strongly preferred

• Associates Degree or advanced training in business administration, or 2 additional years' experience

• Experience working in a stand-alone office with facilities needs required

• Dynamic interpersonal skills and understanding of how to work in a collaborative, thoughtful, and nimble environment with a spirit of support and assistance.

• Advanced proficiency in Microsoft Office required. Preferred experience with SharePoint, CRMs, Project Management software, Accounting systems, and/or with other SaaS tools. 

• Strong skills in data entry, analysis, and reporting, including experience with associated technology

• Event planning or support is highly desirable

• Demonstrated project, organizational, and stress management skills; able to proactively prioritize and seamlessly perform multiple tasks in a cool, collected manner. 

• Excellent attention to detail, planning, communication, and follow through.

• Forward-looking thinker with demonstrated proactive problem-solving skills. Team member who actively seeks opportunities and proposes solutions. 

• Situationally appropriate communicator. Balance of empathy, directness, and tact when managing sensitive or confidential situations.

• Proven ability to handle confidential information with discretion.

• Must be able to lift 50 lbs, climb, stoop, reach, and do computer work.

• Periodic local travel required, must have a valid drivers license and be able to operate a vehicle.

*This role is based in our St Paul MN office, and required to work in-office as a part of our hybrid workforce 5 days/week. Some night, weekend, or offsite work required.  

   
What you will learn:

• How to effectively collaborate to accomplish goals with our INFRA team, our Board of Directors, and stakeholder partners. 

• How INFRA is driven by member needs and opportunities, aspiring to bring them to the forefront of innovation. We have a diverse network of partners and members with different sizes, needs, and cultures. You will learn how to communicate with, connect with, and develop strong relationships with our partners and our staff.  

• How to create deep relationships with all INFRA partners and staff. Further, how to build on those relationships to create connections, all in the service of the best outcomes for the INFRA association.  

INFRA is committed to creating an inclusive workplace. We know that diversity of identities, experiences, and ways of thinking result in stronger lives for all our members and the communities we serve. Research shows that systemically excluded communities may be less confident in applying for positions where as little as one skill doesn’t appear to fit – we welcome your resume and encourage you to apply.

INFRA is a mission-driven organization that strongly believes in rightful living. We provide our employees with robust technology, collaboration, professional development, hybrid work options, flexible schedules, work-life balance, and time in person with our tight-knit team, partners, and members. Each of us receives a full suite of employee benefits including paid vacation and sick time; health, dental, vision, disability, and life insurance; flexible spending; a health savings account; 401(k) company contributions; and more.

Job Details: 
Status:  Full time, exempt 
Reports to: Accounting Manager.  
Location: INFRA HQ,  Must be able to work from SPO 5 days/week  
Hours requirement: Occasional nights/weekends and offsite work required 
Pay information: $57,500 – $72,000 – $84,000