Manager, Office Operations & Admin Support

REFORM Alliance • New York, NY

1d • Onsite

About The Position

REFORM is hiring a Manager, Office Operations & Admin Support to ensure smooth and efficient operations of REFORM’s NYC office, manage key finance-related systems, facilities management, and be familiar with Mac operating systems. To be successful in this role, you will be thorough, detail-oriented, efficient, trustworthy, and highly organized. This role is on the Operations team and reports directly to the Director, Technology & Facilities.

Requirements

• At least 3 years of experience as an Office Manager, Operations Manager, or similar role
• Basic knowledge of accounting and purchasing processes.

Nice To Haves

• At least 5 years of experience as an Office Manager, Operations Manager, or similar role
• Experience at a small but growing organization with full ownership over office operations
• Highly self-motivated and proactive with a keen eye for improving processes, anticipating problems, and implementing solutions
• Strong organization skills with the ability to multitask, prioritize, and meet competing deadlines independently
• Highly tactful, fair-minded, empathetic, and charismatic to establish and maintain relationships across the organization, especially during times of challenge or difficulty
• Comfortable with ambiguity and able to calmly deliver outstanding work under pressure
• Strong analytical skills, written and verbal communication skills, and attention to detail
• Deep enthusiasm for learning, growing, and finding better ways to do things
• Proficiency with Google Suite applications and Mac operating systems
• Clear passion for and commitment to REFORM’s mission

Responsibilities

• Maintain daily office operations and serve as a point person for staff & guests for anything related to office systems, including building-related logistics and supplies requests.
• Ensure office efficiency by handling all administrative functions, including ordering office supplies and equipment, and maintaining proper stock levels.
• Own vendor relationships, including those providing cleaning, maintenance, and security services.
• Manage incoming and outgoing mail, process and distribute documents, and manage acknowledgments, such as thank-you notes and gifts.
• Coordinate and manage logistics for internal meetings and events, including reserving space, setting up the room, catering, and overall project management.
• Manage monthly lunches and events, and lead the effort to build a calendar that reflects our values and culture.
• Serve as the point of contact for office-related health and safety issues.
• Manage and maintain REFORM’s swag merchandise program, coordinating with relevant departments to order, maintain, and manage additional supplies.
• Process purchasing orders for office supplies, snacks, and other items as needed for various departments.
• Ensure adherence to company purchasing policies and procedures in doing so.
• Operate through a customer-centric lens when proactively monitoring programmatic and marketing supply needs.
• Own various technology and finance systems that support onboarding/offboarding and the day-to-day flow of activities throughout the organization.
• Other duties as assigned.

Benefits

• Competitive salaries in the market of similar non-profit organizations
• Comprehensive benefits, including medical, dental, vision, life, disability, and other ancillary options.
• 20 days of Paid Time Off (PTO) during the first year of employment in addition to org-wide holidays (11), and winter shutdown during the last week of December
• 4% 401(k) match after 30 days of employment
• Coverage of 100% of health insurance premiums for employees (health, vision & dental)
• $75.00 monthly cell phone reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed
• Number of Employees: 11-50 employees