Office Manager

HEARTSHARE HUMAN SERVICES OF NEW YORK • New York, NY

11d • $70,000 - $80,000 • Onsite

About The Position

The Office Manager is the single point of accountability for the day-to-day operation of Heartshare's central office at 330 Jay Street. The role designs, documents, maintains, and enforces the systems that keep the floor running; owns the physical environment and shared spaces end to end; supervises the Central Operations Coordinator and front desk coverage; and serves as the first point of contact for the operational needs of the office. The position exists to make central-office operations self-sustaining, so that issues are anticipated and resolved on the floor rather than escalated to leadership.

Requirements

• HS Diploma or equivalent Required
• Three or more years in office management, facilities, or operations coordination, preferably in a nonprofit or multi-program environment
• Systems thinking and process design; able to build, document, and sustain standard operating procedures
• Proactive problem-spotting; identifies and resolves issues without being prompted
• Strong organizational and project-management skills
• Vendor management; able to hold vendors accountable to scope and service levels
• Clear written and verbal communication
• Proficiency with Microsoft Office Suite, scheduling systems, and visitor-management platforms (for example, Envoy)

Nice To Haves

• Associate or Bachelor degree in business administration, operations, or a related field Preferred
• Supervisory experience preferred

Responsibilities

• Own the day-to-day condition and functioning of the 330 Jay Street floor end to end
• Maintain cleanliness and readiness of shared spaces (cafe, kitchen, training and conference rooms, restrooms, etc.)
• Proactively identify and resolve facility issues (stocking, repairs, cleaning) before they are escalated
• Ensure vending and cafe supplies are stocked and equipment is functioning
• Design, document, communicate, stress-test, and maintain standard operating procedures for office functions (mail and package flow, seating and floor map, room booking, supply ordering, vendor scheduling, etc.)
• Sustain adherence to those systems, redirecting staff to the correct process
• Maintain the floor map and seating plan in partnership with the Coordinator
• Manage vendor relationships and schedules (cleaning, junk removal, locksmith, repairs, equipment) and hold them accountable
• Maintain inventory and oversee distribution of supplies and equipment
• Supervise the Central Operations Coordinator and front desk coverage; set clear expectations, hold the team accountable, and coach for increased autonomy
• Oversee reception and the visitor-management system; maintain the no-unannounced-visitor policy and accurate visitor information for security
• Provide front desk coverage when scheduled reception staff are out
• Lead or coordinate office projects (office upgrade phases, space reconfiguration, lactation room conversion, etc.) with clear timelines and end dates
• Serve as the central operational point of contact; triage and route requests so they do not default to senior leadership
• Partner with Employee Engagement team to plan and run the 330 Jay Street event calendar: sit down together to plan the calendar, set dates, book the space, and coordinate food, with Coordinator support.
• Split the on-floor event slate.
• Propose activities, survey the floor, and hold Teams floor meetings to improve on-floor engagement
• Manage on-site petty cash for 330 Jay Street: disbursements, reimbursements, and the records the COO reviews, including the HR share of petty cash held on site
• Process and submit 330 Jay Street office invoices through KissFlow (parking garage, building maintenance, and recurring office costs, etc.)
• Special projects and other duties as assigned within the scope of the role.

Benefits

• Rewarding work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee appreciation programs and events.
• Tuition assistance program.
• Professional development opportunities.
• Wellhub discount
• Verizon Wireless discount.
• BJs membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED