Office Aide

Phipps Neighborhoods helps children, youth, and families in low-income communities rise above poverty. We work in South Bronx neighborhoods where we can address the greatest barriers to lasting success through education and career programs, and access to community resources. We’re dedicated to our neighborhoods for the long term, supporting individuals and families as they establish self-sufficiency. Our services create opportunities for people to thrive in every aspect of their lives.

Under the supervision of the Office Manager, the Office Aide supports the Office Manager in ensuring the smooth operation of the facility by performing administrative, clerical, and organizational tasks. This role also serves as the first point of contact for visitors and clients, fostering a welcoming and professional environment.

Duties and Responsibilities 

Front Desk Operations:

• Greet visitors and provide a warm, professional first impression.
• Answer phone calls, respond to inquiries, and direct callers to the appropriate person or office.
• Manage appointment scheduling and maintain an organized calendar.
• Handle incoming and outgoing mail and deliveries.
• Maintain cleanliness and organization of the reception area.
• Perform basic administrative tasks such as filing, data entry, and record-keeping.
• Provide a welcoming and informative experience for guests and clients.

Administrative Support:

• Assist with ordering and maintaining office supplies for the site.
• Update and maintain building phone lists and distribution logs.
• Schedule and track IT support requests and repairs.
• Help manage and update room reservations and office calendars.
• Maintain records of equipment inventory and distribution.

Facility Coordination:

• Support the Office Manager with creating and logging maintenance work orders.
• Communicate with staff about scheduled repairs or disruptions during work hours.
• Help oversee inventory of cleaning and office supplies, ensuring adequate stock levels.
• Assist in the preparation and implementation of fire drills and updating safety floor plans.

Customer Service:

• Serve as the first point of contact for staff and client concerns, addressing them professionally and promptly.
• Foster a welcoming and pleasant office environment for all visitors and team members.
• General Duties:
• Assist with organizing and filing important documents.
• Prepare and process forms such as purchase orders, check requests, and meal logs.
• Support incident reporting processes in coordination with the Office Manager.

Qualifications:

• High School Diploma or equivalent required; some college coursework preferred.
• At least 1 year of relevant work experience in office administration or customer service.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office Suite and other common office tools.
• Excellent communication and interpersonal skills.

Phipps Houses and Affiliates is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, citizenship or national origin, ancestry, alienage, citizenship status, age, disability or handicap, sex, marital status, veteran status, pregnancy, gender, sexual orientation, or any other characteristic protected by applicable federal, state or local laws.  Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment