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Office Manager
5 months ago
The Office Manager is responsible for ensuring the effective and efficient administration of all office spaces at the Battery Park City Authority, including office spaces at 200 Liberty Street and 75 Battery Place, as well as auxiliary office spaces at 211 North End Avenue, 200 Rector Place, 6 River Terrace and the BPC Ball Fields. The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control and stakeholder management. Focus areas include, but are not limited to facilities, telecommunications, office supply and equipment purchasing, records management, and photocopier support, project, and budget management.
Essential Duties:
- Supervise receptionists and part-time administrative support staff, ensuring public-facing team members provide the highest level of customer service at all Authority locations.
- Manage the lifecycle of environmentally friendly office equipment and supplies, including the procurement, replenishment, and disposal of items in line with policies, procedures, and regulations.
- Ensure the effective use of the Authority’s mobile and landline-based telecommunication systems, postage system, photocopiers, and cable television, addressing maintenance issues as needed and ensuring invoices are paid timely.
- Manage and track the department’s budget and expenses.
- Assist the MIS department in the deployment and redeployment of desktop computers, monitors, phones, and wireless devices.
- Orient all new hires to office administration processes and procedures.
- Supervise all mailing functions for both in-house and off-site locations including Pitney Bowes, FedEx, UPS, etc.
- Manage the Authority’s record retention, retrieval, and storage services.
- Maintain organized shared spaces and ensure regular purge of outdated items.
- Serve as BPCA’s Fire Warden, following all necessary rules and regulations.
- Liaise with 200 Liberty Street building management and security to disseminate information and order employee ID cards.
- Manage the Authority’s petty cash processes for 200 Liberty Street and 75 Battery Place offices in collaboration with the Finance Department.
- Monitor and reconcile the Authority’s American Express account expenses, statements, and payments in collaboration with the Finance Department.
- Manage departmental projects as needed.
- Perform other duties as assigned.
A High School Diploma or GED is required, some college education is preferable. A minimum of four (4) years in an office or administration services position with at least two (2) years in a supervisory role.
Competencies:
Planning and Organization - Coordinate resources and budgets to meet deadlines and achieve targets.
Strategic Management - Review data, systems, and processes to make informed decisions.
Professionalism and Ethics – Sets a positive example for others by following high ethical standards.
Strategy and Innovation – Focus on the big picture, ensuring that goals and objectives are strategically aligned with BPCA’s vision and mission.
Empower Others – Gives employees confidence and allow freedom to complete tasks.
Influence – Enlists the support and cooperation of others and encourages them to be proactive.
Skills:
- Project Management experience preferred.
- Facility HVAC experience preferred including knowledge of Building Management Systems.
- Ability to inform, guide, and assist staff in following standards and procedures in the use of office equipment.
- Exercise sound judgment, decisiveness, and creativity.
- Effective communication and interpersonal skills.
- Ability to lift and transfer boxes weighing up to twenty-five pounds.
Battery Park City Authority is an Equal Employment Opportunity Employer. All people with disabilities are encouraged to apply.
