Office Manager- Bilingual in Spanish

Center For Family Life in Sunset Park • Brooklyn, NY

3d • Onsite

About The Position

The Office Manager is a key member of the Operations team and is responsible for the day-to-day running of our main building, including ensuring that all building systems (e.g. HVAC, electric, plumbing, and elevator) are operational, and resolving all facilities-related tickets by coordinating with the appropriate vendors as needed. The Office Manager is also responsible for supervising our cleaning service; for managing supplies, packages, and mail; for overseeing all safety and security processes and systems; and for lending support to the COO in the implementation of capital projects, among other duties.

Requirements

• Associate degree
• Minimum of 2 years in an office setting
• Bilingual Spanish
• Excellent written and oral communication skills
• Understanding and knowledge of building systems and utilities
• Highly organized, good project management skills with previous experience in managing vendors and contractors
• Proficiency with Microsoft Office tools
• Ability to work well within a team as well as independently
• Comfortable climbing a step ladder
• Open to learning new skills

Nice To Haves

• Supervisory experience is a plus

Responsibilities

• Oversee the effective functioning of all building systems (HVAC, electrical, plumbing, fire alarm, elevator).
• Independently assess operational needs, determine when external intervention is required, and coordinate with approved vendors or source new ones as necessary.
• Establish and manage a long-term maintenance schedule, including preventive maintenance, inspections, and regulatory requirements.
• Develop internal procedures for responding to facilities-related service requests.
• Review incoming tickets, determine priority level, and direct staff or vendors accordingly.
• Serve as primary liaison to all facilities-related vendors.
• Evaluate performance, negotiate service terms, and recommend contract renewals, changes, or replacements.
• Maintain and oversee the organization’s vendor contract management system, ensuring compliance with contract terms and organizational standards.
• Ensure vendors fulfill obligations and maintain service quality, addressing deficiencies using discretion and independent judgment.
• Ensure full compliance with NYC Fire Department and Department of Buildings regulations.
• Manage permits, maintain compliance documentation, and oversee corrective actions as needed.
• Lead and represent the organization during inspections by regulatory agencies.
• Prepare required documentation, coordinate staff participation, and implement follow-up corrective plans.
• Manage all safety systems in collaboration with IT and external partners.
• Obtain and maintain the F-07 Certificate of Fitness; oversee monthly fire extinguisher inspections, quarterly fire drills, and related record-keeping.
• Independently design, update, and implement emergency preparedness plans (e.g., evacuation, active shooter, severe weather).
• Coordinate and lead staff trainings.
• Develop facility-related policies, procedures, and operational protocols; ensure consistent implementation across programs.
• Oversee snow removal operations, including vendor oversight and internal planning.
• Create and manage the organizational front-desk coverage system.
• Use discretion to reassign staff during absences or operational needs.
• Lead or co-lead facilities meetings and participate in broader operational planning with the COO and Executive Director.
• Provide operational leadership during capital improvements.
• Collaborate with senior leadership to plan scope, coordinate contractors, monitor progress, and ensure compliance with organizational and regulatory requirements.
• Manage systems for tracking and securing keys, tools, and facility equipment.
• Oversee the inventory and procurement of office and cleaning supplies, ensuring cost-effective purchasing aligned with departmental budgets.
• Oversee mail distribution systems, including the logistical coordination of materials sent between sites and partner schools.
• Provide supervision to cleaning staff and oversight of third-party cleaning services, including performance monitoring, assignment of duties, and quality control.
• Support the Family Enrichment Center and other programs with facilities-related operational guidance.
• Serve as a designated emergency contact for facility issues occurring outside regular hours.
• Exercise discretion in determining emergency responses and required staffing or vendor interventions.
• Represent the organization in interactions with neighbors and the community regarding building and facility concerns.
• Other executive-level operational tasks as assigned by the COO, Executive Director, or IT Director.

Benefits

• Medical, dental, vision, and life insurance benefits
• Opportunity to participate in additional voluntary life insurance, disability insurance, and a flexible spending account
• 403(b) retirement plan, including employer match and employer non-elective contribution at the employer’s discretion
• 12 holidays, 2 floating holidays, and up to 20 paid vacation days per year
• One sick day per month

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree