Administrative Operations Coordinator

2 days ago

Bronx, New York, United States Neighborhood Association Inc Full time
{"Job Title: Office Manager
Role Summary: The Office Manager will be responsible for organizing and coordinating office and facility operations and procedures to ensure effectiveness and efficiency in the daily workflow, within the scope of the administrative assistance daily office activities. The assistant will perform duties such as arranging meetings, scheduling appointments, keeping the office calendar, answering telephones and editing correspondence. Responsibilities may also include tracking purchasing supplies and managing the supply room. In addition, staff is 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 on weekends.

**Key Responsibilities:**
• Oversee all aspects of general office coordination
• Distribute incoming correspondence, including faxes and email
• Sign for and distribute UPS/FedEx or similarly delivered packages
• Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing
• File and retrieve organizational documents, records and reports
• Reviewing and approving office supply acquisitions
• Coordinate with other administrative staff to plan for and manage the logistics of meetings and events hosted at the facilities
• Maintains office services by organizing office operations and procedures, controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Coordinate deliveries as needed with 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
• 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
• Conduct regular inspections of the facilities 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 perform repetitive tasks.
• Ability to perform bending, lifting, 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 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 efficient
• Maturity, integrity, and sound judgment

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