Office Assistant

New Destiny's mission is to end the cycle of domestic violence and homelessness for low-income families and individuals by developing and connecting them to safe, permanent, affordable housing and services. To achieve its mission, New Destiny builds and manages housing with on-site services; offers innovative programs that assist survivors in finding and retaining affordable housing; and works to expand access to permanent housing resources for survivors. New Destiny is the largest provider of supportive housing for domestic violence survivors in New York and is a leading advocate in the effort to obtain the resources needed to end family homelessness in New York City.

Job Title - Office Assistant
FLSA Status - Full Time; Non-Exempt
Reports to - Maria Franco, Executive Assistant
Department - Administrative Services
Location - 12 West 37th Street

Job Purpose
The Office Assistant position is a full-time position, located at the main office with occasional travel to other New Destiny sites. They will report directly to the Executive Assistant. The primary responsibility of the Office Assistant is to ensure that New Destiny's main office and its remote sites operate efficiently and effectively, specifically that their office equipment and work environments are clean, safe, and well-maintained, and that staff have the supplies and equipment needed to carry out their functions The Office Assistant will also be responsible for answering phone calls and greeting clients and other visitors to New Destiny

Duties and Responsibilities

Maintain Office and Equipment
• Ensure clean, safe, comfortable, and well-functioning office environments, including managing office upkeep, A/C, heat, water, functioning Wi-Fi, windows, etc.
• Manage all equipment and office furniture, including maintaining a current inventory, purchasing new equipment and furniture, managing vendor contracts, and obtaining new vendors as needed.
• Ensure that applicable office machines contracts and maintenance agreements (postage meter, copier, A/C, water cooler, etc.) are in force.
• Oversee the contract for office cleaning and ensure that the office is well- maintained.
• Arrange for shredding of documents and files on an as-needed basis.
• Encourage office staff to practice office policies by the established standards and procedures, for example (garbage pickup, bathroom, and kitchen etiquette, small and large conference room maintenance, closing/locking office and elevator doors, shutting off lights, etc.) and help identify and develop new policies and procedures as needed.
• Provide backup support for the in-house IT Specialist.

Order Supplies and Monitor Inventory
• Ensure that Manhattan and satellite offices have adequate furniture, equipment, and office supplies, and that office and cleaning supplies are organized in supply cabinets.
• Research supplier options to ensure that New Destiny is obtaining the lowest reasonable prices.

Reception
• Greet all visitors to New Destiny, providing key information to people seeking information about housing, domestic violence resources, etc., and directing visitors to appropriate staff.
• Answer incoming constituent calls and manage the general voicemail box, triaging to staff as appropriate.

Provide Office Support
• Sort, scan and distribute mail.
• Register staff for conferences and events
• Manage subscriptions and memberships for the organization
• Responsible for reviewing and processing the Amex bill for assigned accounts, storing electronically the receipts per charge on statement, prepare payment request for Fiscal and other financial tasks.
• Assist in financial activities such as generating payment requests for the Fiscal Team to process payment and forwarding invoices to applicable in-house departments.
• Work with the executive assistant to provide any additional assistance with meeting invitations and reservations, note-taking, scanning, copying, and other clerical support to executive staff as needed.
• Assist with large mailings or funding applications on an as-needed basis.
• Assist HR with onboarding and offboarding as necessary, including providing office keys to new staff and collecting keys from staff separating from the organization.
• Lead or assist in reserving external space, ordering food, etc. for special meetings/events.
• Support the Executive Assistant in providing as needed Office support to the Executive Team. • Other duties as assigned.

Qualifications
• High School Diploma or its equivalent required. Associate or bachelor's degree preferred.
• At least 2 years of experience as an Office assistant or equivalent is required.
• Must be highly proficient in Microsoft Office Suite and be technologically savvy.
• Must have excellent communication and interpersonal skills, both written and verbal.
• Must be highly organized, with excellent attention to detail, and be able to take initiative and multi-task.
• Must be able to demonstrate a passion for social justice and our mission.
• Must possess strong organizational and time management skills to effectively complete tasks and support the team.
• Competitive candidates have compassion, flexibility and patience and enjoy working with a diverse community.
• Language Skills: Required fluency in English. Bilingual in Spanish preferred.

Physical Requirements:
• Prolonged periods sitting at a desk and working on a computer.
• This job may require standing or walking for extended periods of time, lifting to 50 pounds, and performing repetitive motions.
• Occasional travel to sites.

Compensation/Benefits
Salary is $45 - 55K per year, based on experience. This is a full-time position with a benefits package including medical, dental, vision, short disability, PTO paid holidays and 401(k). EOE