Newark Office Manager (Part-Time)

The Room 9 Office Manager (OM) is responsible for ensuring the Newark Regional office (Room 9) is running smoothly employees have access to the materials they need and clean and tidy workspaces. The office manager retrieves the mail and sorts scans or distributes as necessary and alerts staff to the arrival of packages. The OM coordinates with schools/ staff when packages are delivered to the wrong address to ensure they are picked up. The OM  answers the phone and directs calls answers general questions and forwards voicemails to appropriate contacts. The OM ensures the lobby/ mail area is clean and tidy as well as conference rooms and common spaces. This person will also be responsible for ordering supplies for the office as determined necessary.

Administrative Tasks

• Check phone messages daily and answer phones/ direct calls/ forward voicemails 
• Welcome visitors determine their needs and provide accurate information or connect them with the appropriate stakeholder 
• Receive packages and distribute to/alert appropriate staff member (or alert staff if packages are delivered tothe  wrong address) 
• Retrieve the mail daily and sort scan or distribute as necessary 
• Field questions from visitors or welcome guests 
• Order office supplies copy and kitchen supplies as requested by staff/ manager or as needed based on inventory 
• Order copier supplies and ensure the machine is in working order (loading/ ordering ink and toner troubleshoot with tech as needed)
• Order parking stickers and distribute to teams (approx 3 times per year)

Office Space Management

• Do a daily sweep of conference rooms to tidy and remove clutter from tables and the rooms
• Run and empty the dishwasher as needed clean and fill the coffee machine  
• Restock coffee and other kitchen supplies
• Help to execute on office design projects as needed 
• On a weekly basis wipe down conference room tables ensure correct chargers/ remotes are in each room ensure supply drawers are stocked and miscellaneous materials are removed from rooms 
• On a weekly basis audit the supplies inventory and sort/organize materials closet 
• On a weekly basis throw away expired items in the fridge and/or items left for longer than 1 week 
• Liaise with the building management for any issues related to bathrooms/ HVAC/ other space concerns
• Collaborate on how to best utilize spaces and maximize the storage of team items and supplies

As job descriptions cannot be exhaustive the position holder may be required to undertake other duties that are broadly in line with the above essential duties and responsibilities.

Qualifications :

This is primarily an in-the-office role four-to-five-days per week  for at least 20-25 hours per week. 

Required Education and Experience

• 3-5 years experience as an office manager or receptionist or other customer service role 
• Proven success in an entrepreneurial and fast-paced environment
• Experience in the education sector a plus but not a must have

Skills

• Excellent organizational and communication skills (both written and oral) including proficiency in Microsoft Office and Google Suite 
• Strong analytical and problem-solving skills and the ability to learn quickly

Abilities

• Mission-aligned; finds pride in and sees critical importance of supporting a leading K-12 education institution
• A love of being flexible and nimble.  A demonstrated ability to roll with the punches and handle the unknown.  
• Ability to anticipate the needs of others 
• Proactively takes initiative and continually seeks opportunities to improve systems and processes  
• Attention to detail 
• Has a love of organized and neat spaces
• Can communicate efficiently
• Desire to learn and grow new and existing skills

Physical Requirements

The usual and customary methods of performing the jobs functions require the following physical demands:

• Ability to be mobile on ones feet and move boxes from deliveries occasionally 

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Additional Information :

KIPP New Jersey offers a market-competitive range of $28-45 per hour placement along the scale is based on experience. Salary ranges at KIPP are set based upon the role level and function using benchmarks in the education and non-profit sectors and allow for growth within the role.  Individual compensation within this range will be set based on a variety of factors including but not limited to: relevant professional experience and qualifications; education skills and training and market conditions. 

Our organization is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color sex gender age religion national origin citizen status marital status physical or mental disability military or veteran status sexual orientation gender identity or any other characteristic protected by applicable law. Our organization will make a reasonable accommodation to known physical or mental limitations of a qualified applicant or employee with a disability unless the accommodation would impose an undue hardship on the operation of the organization. No questions on this application are asked for any unlawful purpose.

#LI-NJ

Remote Work :

No

Employment Type :

Part-time