Newark Office Manager (Part-Time)

KIPP•Newark, NJ

4h•$28 - $45•Onsite

About The Position

The Room 9 Office Manager (OM) is responsible for ensuring the Newark Regional office (Room 9) is running smoothly, employees have access to the materials they need, and clean and tidy workspaces. The office manager retrieves the mail and sorts, scans, or distributes as necessary, and alerts staff to the arrival of packages. The OM coordinates with schools/ staff when packages are delivered to the wrong address to ensure they are picked up. The OM answers the phone and directs calls, answers general questions, and forwards voicemails to appropriate contacts. The OM ensures the lobby/ mail area is clean and tidy, as well as conference rooms and common spaces. This person will also be responsible for ordering supplies for the office as determined necessary.

Requirements

Excellent organizational and communication skills (both written and oral), including proficiency in Microsoft Office and Google Suite
Strong analytical and problem-solving skills, and the ability to learn quickly
Mission-aligned; finds pride in and sees critical importance of supporting a leading K-12 education institution
A love of being flexible and nimble. A demonstrated ability to roll with the punches and handle the unknown.
Ability to anticipate the needs of others
Proactively takes initiative and continually seeks opportunities to improve systems and processes
Attention to detail
Has a love of organized and neat spaces
Can communicate efficiently
Desire to learn and grow new and existing skills
Ability to be mobile on one’s feet and move boxes from deliveries occasionally

Responsibilities

Check phone messages daily and answer phones/ direct calls/ forward voicemails
Welcome visitors, determine their needs, and provide accurate information or connect them with the appropriate stakeholder
Receive packages and distribute to/alert appropriate staff member (or alert staff if packages are delivered tothe wrong address)
Retrieve the mail daily and sort, scan, or distribute as necessary
Field questions from visitors or welcome guests
Order office supplies, copy, and kitchen supplies as requested by staff/ manager or as needed based on inventory
Order copier supplies and ensure the machine is in working order (loading/ ordering ink and toner, troubleshoot with tech as needed)
Order parking stickers and distribute to teams (approx 3 times per year)
Do a daily sweep of conference rooms to tidy and remove clutter from tables and the rooms
Run and empty the dishwasher as needed, clean and fill the coffee machine
Restock coffee and other kitchen supplies
Help to execute on office design projects as needed
On a weekly basis, wipe down conference room tables, ensure correct chargers/ remotes are in each room, ensure supply drawers are stocked, and miscellaneous materials are removed from rooms
On a weekly basis, audit the supplies inventory and sort/organize materials closet
On a weekly basis, throw away expired items in the fridge and/or items left for longer than 1 week
Liaise with the building management for any issues related to bathrooms/ HVAC/ other space concerns
Collaborate on how to best utilize spaces and maximize the storage of team items and supplies