Office Manager

Position Title: Office Manager /Admin Assistant

Job Type: Office – Full-Time

Reports To: CEO

About Us

At CareCollab, we're redefining care coordination for some of New York's most complex and high-need populations. We believe in compassionate, person-centered care—and we're looking for dedicated professionals to join our mission of transforming lives through holistic, community-based support.

We foster a collaborative and supportive work environment where every team member plays a vital role in improving lives. Our culture values integrity, accountability, and innovation.

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Office Manager / Administrative Assistant to oversee day-to-day office operations and provide essential support to our leadership and care teams. This role is central to creating and maintaining a smooth, professional, and productive work environment.

In this role, you will manage office logistics, coordinate administrative functions, assist with HR and finance tasks (including payroll processing), and support marketing and staff onboarding initiatives.

Key Responsibilities

• Manage office supply inventory; place and track orders, and ensure availability of essential materials
• Coordinate with vendors (e.g., cleaning, IT support) and building management to ensure smooth service delivery and timely resolution of facility issues
• Maintain a clean, organized, and welcoming office space and common areas
• Receive, sort, and distribute mail, packages, and deliveries
• Provide administrative support to the CEO and leadership team, including calendar management, meeting coordination, and document preparation
• Greet visitors, answer phones, direct inquiries, and screen calls
• Prepare, format, and edit internal documents, reports, presentations, and other communications
• Assist with onboarding of new hires, including workspace setup and preparation of orientation materials
• Assist with payroll processing, including coordinating timesheet approvals, liaising with payroll vendors, and ensuring timely submissions
• Support the development and distribution of marketing materials (e.g., flyers, presentations, social media content, promotional items)
• Maintain confidentiality and handle sensitive information with discretion
• Support compliance-related and operational tasks as assigned

Education, Experience & Qualifications

Education

• High school diploma or equivalent required
• Associate's degree or relevant post-secondary coursework in business, communications, or a related field preferred

Experience

• 2+ years of experience in office management, administrative coordination, or operations support
• Experience working in a healthcare or human services setting is a plus
• Familiarity with basic HR, finance, and/or payroll functions is preferred

Qualifications

• Strong organizational and time-management skills with the ability to multitask and prioritize effectively
• Excellent verbal and written communication skills
• High level of professionalism and ability to handle sensitive information with discretion
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with tools such as QuickBooks, Rippling, Canva, or Mailchimp is a plus
• Flexible and adaptable; comfortable taking initiative and working both independently and collaboratively
• Bilingual abilities are a plus

Job Type: Full-time

Pay: $55, $75,000.00 per year

Benefits:

• Paid time off

Application Question(s):

• Do you have familiarity with basic HR, finance, and/or payroll functions?

Experience:

• office management or administrative coordination: 2 years (Required)
• healthcare or human services: 1 year (Preferred)

Ability to Commute:

• New York, NY Required)

Work Location: In person