Facilities & Office Manager

IndependentNatural Food Retailers Association (INFRA) is seeking anOffice and FacilitiesManagerfor our growing team.If you thrive in a role that relies on effective communication and is equalpartspeople, details, planning, andresponsiveness, pleasesubmityour resume and cover letter!

INFRA is a cooperative association of more than400independently owned natural food retailers serving hundreds of communities in49states 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 & Facilities 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 andassistvisitors, manage incoming calls,direct inventory and samples,and handle general inquiries.

Office &FacilitiesManagement (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, includingcommon 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)
• Manageall in-office administrative and operational tasks as needed

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

• Manage mail,suppliesandinventory,includingshipping,tracking, ordering, and sourcing items.

• Track and manageoffice- and event-relatedexpensesagainst annual budget, ensuring cost-effectiveness.

• Liaise with vendors and service providers for various office needs(cleaning,groundswork, phones,security,etc),maintainservicecontracts, and ensuretimelydelivery of services and products.
• On-call availability for off-hoursbuilding needs.

Administrative Support

• Collaborate withINFRA teamsto 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/partnershipto Accounting, People & Culture, and other administrative tasks as needed

Meeting& ScheduleCoordination

• Support in schedulingand coordinatingmeetings, 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 andspecial events.

• Coordinate with internal teams and external vendors to ensure smoothoperations.

EventSupport

• Support, coordinate, and/orexecute variouscompany,partner, or communityevents, meetings, and conferences.

• Handlelogistics, including cateringand audio-visual requirements.Support communications as needed.

• Attend events as primarysupport orhostas needed.

What you already know:

• 2years’ progressive experience inofficemanagementpreferably in professionalservices-based organizations(association,legal, accounting,etc).Knowledge of the food industry strongly preferred

• Associates Degreeor advanced training in business administration,or 2additionalyears' experience

• Experience working in a stand-alone office with facilities needsrequired

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

• Advancedproficiencyin Microsoft Office required. Preferred experiencewith SharePoint, CRMs, Project Management software,Accountingsystems, and/orwith other SaaS tools.

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

• Eventplanning or supportis 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 withdemonstratedproactive problem-solving skills. Teammemberwho activelyseeksopportunities and proposes solutions.

• Situationallyappropriate 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 lift50lbs, climb, stoop, reach, and do computer work.

• Periodic local travelrequired, must have a validdriverslicense and be able tooperatea vehicle.

*This role is based in our St Paul MNoffice, andrequiredto work in-office as a part of our hybrid workforce 5 days/week. Somenight,weekend, or offsite workrequired.

What you will learn:

• How to effectively collaborate toaccomplishgoals 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 memberswithdifferent 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 tobuild onthose 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 thinkingresultin stronger lives for all our members and the communities we serve. Research shows that systemically excluded communitiesmay be less confident in applying for positions where as little as one skilldoesn’tappear 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