Office Manager

Neighborhood Association for Inter-Cultural Affairs Inc.•New York, NY

11d•Onsite

About The Position

The Office Manager will be responsible for organizing and coordinating office operations and procedures in order to ensure effectiveness and efficiency in the daily workflow, within the scoop of the administrative assistance of daily office activities. The assistant will perform duties such as arranging meetings, scheduling appointments, keeping the office calendar, answering telephones, and editing correspondence. Responsibilities may also include tracking purchasing supply and managing the supply room. In addition, staff is encouraged to be crossed trained and understand job functions within their designated unit.

Requirements

Minimum of an associate degree or 3 years of experience in related field
Proficiency in software applications
Proven ability to work collaboratively well with diverse groups
Proven ability to handle multiple tasks effectively under pressure
Strong organizational skills, detail-oriented, and efficient
Must be able to read, speak, write, and understand English for administrative purposes.
Must pass drug screening to be appointed.
This position may be subject to a series of investigations before and after appointment.

Responsibilities

Oversee all aspects of general office coordination
Responsible in maintaining open communication between units via reporting structure
Maintain confidentiality in all aspects of resident, staff and agency information
Interact with residents, vendors and visitors
Answer telephones and transfer to appropriate staff member
Maintain administrative calendars
Distribute incoming correspondence, including faxes and email
Sign for and distribute UPS/FedEx or similarly delivered packages
Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing
File and retrieve organizational documents, records and reports
Provide coverage for other areas as directed/needed
Reviewing and approving office supply acquisitions, handling customer complaints and inquiries
Liaising with other groups, agencies, and organizations
Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends
Contributes to team effort by accomplishing related results as needed
Responsible for petty cash