Office Manager

Position title: Office Manager
Location: Madison, TN
Reports to: Business Manager

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About LIUNA Local 386:

LIUNA-the Laborers’ International Union of North America-is the most progressive, aggressive, and fastest-growing union of construction workers, and one of the most significant unions representing service employees. Working men and women who carry a LIUNA membership card live in every community across the U.S. and Canada and come from every part of the world. We work on highways and bridges, waterways and dams, in universities and in government. We make cities, counties, states and the federal government work. From pouring concrete to handling mail, from helping the sick heal to helping the young learn, we literally and figuratively build America and Canada.

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Job Description:

The Office Manager supports the Business Manager in administrative duties and handles a wide variety of situations involving the administrative function of the office and coordination of membership events. The OM will be responsible for confidential and time sensitive material. They prepare routine and advanced correspondence including letters and notices. The position relies on experience and judgement to accomplish responsibilities and works under minimal supervision.

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Job Responsibilities:

• Performs high quality professional administrative services by answering telephones, and scheduling application appointments.
• Executes essential financial administration tasks such as balancing the cash register, writing checks, and online bookkeeping. 
• Be familiar with QuickBooks Online and PayPal.
• Manage and maintain relationships with contractors, members, the Southeast Laborers District Council, and its affiliates.

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Position Summary:

The Office Manager serves as a key administrative and financial support professional for the union hall, assisting the Business Manager with administrative responsibilities and ensuring the efficient day-to-day operation of the office. This position handles a broad range of administrative, financial, and membership-related duties, including managing confidential information, maintaining financial records, coordinating communications, and supporting membership engagement activities. The Office Manager exercises sound judgment, works independently with minimal supervision, and serves as a primary point of contact for members, contractors, and affiliated labor organizations.

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Essential Duties and Responsibilities:

Administrative Operations

• Provide professional administrative support by answering telephone calls, responding to inquiries, directing visitors, and scheduling appointments.
• Prepare, proofread, and distribute correspondence, notices, reports, and other official union communications.
• Maintain accurate filing systems, membership records, confidential personnel and organizational documents.\
• Coordinate office operations and ensure compliance with established procedures and recordkeeping requirements.
• Assist with planning, organizing, and coordinating membership meetings, events, trainings, and other union activities.
• Maintain office supplies, equipment, and vendor relationships to ensure uninterrupted operations.
• Manage and maintain the Union Hall’s social media accounts.

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Financial Administration

• Balance and reconcile the daily cash register and maintain accurate financial records.
• Process membership dues payments, receipts, deposits, and related transactions.
• Prepare and issue checks, process invoices, and ensure timely payment of bills and financial obligations.
• Manage electronic payment platforms, including PayPal, and reconcile transactions.
• Assist with monthly financial reporting, account reconciliations, and audit preparation as needed.
• Monitor accounts receivable and support efforts to maintain current membership dues collections.

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Membership Services

• Serve as a primary point of contact for members regarding dues payments, membership status, benefits information, and general inquiries.
• Maintain accurate membership databases and update records as needed.
• Send payment reminders and membership communications through text messages, email, phone calls, and other communication platforms.
• Assist new applicants with membership applications, orientation materials, and onboarding processes.
• Foster positive relationships with members by providing excellent customer service and timely follow-up.

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Relationship Management

• Develop and maintain professional working relationships with contractors, members, vendors, and affiliated labor organizations, including the Southeast Laborers District Council.
• Support communication and coordination between the union hall, contractors, and members.
• Represent the union professionally in all interactions and communications.

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Qualifications

• High school diploma or equivalent required; associate’s degree or relevant administrative experience preferred.
• Bilingual English/Spanish communication skills
• Minimum of 2–3 years of administrative, bookkeeping, office management, or related experience.
• Experience with QuickBooks Online, Microsoft Office Suite, and electronic payment systems such as PayPal.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Strong attention to detail and accuracy in financial and administrative recordkeeping.
• Ability to work independently while supporting a team-oriented environment.
• Customer service experience and the ability to interact professionally with diverse members and stakeholders.

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Work Environment

This position is primarily office-based and may require occasional evening or weekend attendance at membership meetings, events, or union functions.

Salary: $50-$55k with re-evaluation after 180 days, no-cost healthcare, defined benefit
pension, 5% 401K match, and a work environment of solidarity.

Please send resumes to jmarquez@selaborers.org and elink@selaborers.org