Office Manager-Admin Building
Office Manager-Admin Building
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Job Description
Title: Office Manager
Location:Bronx NY
Employment Type: Fulltime
Salary Range:$65000 to $65000 annually
Direct Supervisor: Chief of Staff
Role Summary: The Office Manager will be primarily responsible for managing office and facility operations and procedures for the organizations main administrative building to enhance the effectiveness and efficiency in the daily workflow of the administrations daily office activities. The Office Manager will perform duties such as arranging meetings scheduling appointments keeping the office calendar and handling correspondence. Responsibilities will also include tracking managing and purchasing office supplies and equipment. In addition staff will be encouraged to be crosstrained and understand job functions within their designated unit.Depending on operational needs the Office Manager may be required to work outside of normal business hours including weekends.
Job Responsibilities/Duties:The Office Manager will be charged with the following:
- Oversee all aspects of general office management including the organization and coordination of its daily operations to optimize organizational effectiveness and efficiencies.
- Recommend develop and implement office/facility policies and procedures that serve operational needs.
- Distribute incoming correspondence including faxes and email.
- Sign for and distribute UPS/FedEx and/or similarly delivered packages.
- Perform assign and monitor the performance of general clerical duties to include but not limited to copying faxing mailing and filing.
- File and retrieve organizational documents records and reports.
- Review and approve deny and/or inquire about pending office supply acquisition requests based on budgetary restrictions and operational needs.
- Coordinate with other administrative staff to plan for and manage the logistics of meetings and events hosted at the facilities.
- Participate in crossdepartmental projects that require organization coordination and collaboration with various stakeholders.
- Designing and implementing efficient filing systems.
- Maintain office efficiency by planning and implementing office systems layouts and equipment procurement.
- Develop and implement internal policies and procedures related to office operations compliance and safety regulations.
- Tracking office expenditures placing orders for office supplies and equipment and making recommendations for more efficient resource allocations.
- Coordinate deliveries as needed by a company vehicle.
- Coordinate and oversee the scheduling of contracted personnel to ensure facilities are maintained in the proper condition and in accordance with established and/or required schedules or other parameters.
- Provide highlevel administrative support to executives including managing complex schedules and preparing correspondence presentations and/or announcements.
- Assist with processing and maintaining records to ensure facility remains in compliance with federal state and local laws and regulations including Occupational Safety and Health Act (OSHA) labor and employment posting requirements.
- to assess whether interior and exterior conditions remain safe clean and compliant with all applicable regulatory requirements e.g. health safety and building codes).
- Submit reports and otherwise communicate professionally with supervisors Executive Management and other administrative staff as well as outside parties with updates and recommendations regarding facility conditions.
- Attend events and act as liaison between Board Members Senior/Executive Management and facilities personnel in coordination with the Chief of Staff to the Chief Operations Officer.
- Other duties as assigned.
Physical Requirements:
- Ability to sit stand and/or walk for extended periods and to alternate between such positions and movements at will.
- Ability to perform keyboarding and other repetitive tasks.
- Ability to perform bending lifting carrying and reaching movements on a regular basis.
- Ability to lift and carry objects weighing up to 50 pounds on a regular basis and occasionally lifting objects weighing up to 100 pounds.
Work Environment / Conditions:
- Travel may be required within the NYC metropolitan area.
Qualifications:
- High School Diploma or equivalent required; at least some college preferred
- Proficiency in software applications
- NYS Valid Driver License
- Ability to communicate effectively and professionally while maintaining the utmost level of discretion and confidentiality
- Proven ability to work collaboratively and diplomatically with diverse groups
- Proven ability to handle multiple tasks effectively while under pressure
- Strong organizational skills detailoriented and efficiency
- Maturity integrity and sound judgment
Equal Employment Opportunity:
NAICA is an equal opportunity employer committed to maintaining a diverse workforce and inclusive work environment. As such discrimination in any aspect of hiring or employmentbased upon age race creed color national origin sexual orientation gender identity or expression religion military or veteran status sex disability (including pregnancy childbirth and related medical conditions) or other applicable legally protected characteristics is strictly prohibited.
Applicants of all backgrounds and experiences are encouraged to apply. NAICA will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable federal state and local laws rules and regulations. NAICA also offers reasonable accommodation as required by applicable federal state and/or local laws. Applicants seeking an accommodation for any part of the application or interview process should contact Human Resources by sending an email to with the Subject Reasonable Accommodation Request.
NAICA Offers a competitive benefits package that includes:
- Comprehensive Health Dental and Vision Benefits for fulltime employees
- 403(b) Retirement Savings Plans
- Loan Forgiveness Programs for eligible employees
- Paid Holidays and Vacation
- Paid Timeoff
- Vol Life Insurance and AD&D
- Term Life and AD&D insurance
- Long Term Disability
- Employee Assistance Program support (EAP)
- Commuter Benefits Program
- Aflac: ShortTerm Disability CA Accident and Hospital
- Employee Discount Program
False Statements
Misrepresentation of your experience skills or education or submission of false/fraudulent information or documentation during the application process may result in the rejection of your application or termination of your employment.
AtWill Employment Disclaimer:
While we sincerely hope to form a long and mutually beneficial relationship please note that NAICA is an atwill employer. Under these terms employment is subject to termination at any time without notice and with or without cause at the discretion of the organization.
Required Experience:
IC
Employment Type
Full-Time
