Office Manager-Admin Building

Title: Office Manager

Location: Bronx, NY 

Employment Type: Full-time

Salary Range: $65,000 to $65,000 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 organization’s main administrative building to enhance the effectiveness and efficiency in the daily workflow of the administration’s 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 cross-trained 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 cross-departmental 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 high-level 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:

1. Ability to sit, stand, and/or walk for extended periods, and to alternate between such positions and movements at will. 
2. Ability to perform keyboarding and other repetitive tasks.
3. Ability to perform bending, lifting, carrying, and reaching movements on a regular basis.
4. 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:

1. 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, detail-oriented, 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 employment based 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 HumanResources@naicany.org with the Subject “Reasonable Accommodation Request.”

NAICA Offers a competitive benefits package that includes:

• Comprehensive Health, Dental and Vision Benefits for full-time employees
• 403(b) Retirement Savings Plans
• Loan Forgiveness Programs for eligible employees
• Paid Holidays and Vacation
• Paid Time-off
• Vol Life Insurance and AD&D
• Term Life and AD&D insurance
• Long Term Disability
• Employee Assistance Program support (EAP)
• Commuter Benefits Program
• Aflac: Short-Term 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. 

At-Will Employment Disclaimer: 

While we sincerely hope to form a long and mutually beneficial relationship, please note that NAICA is an at-will 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.