Here are sample job advertisements for this type of role…
Breaking Ground operates nearly 4,000 units of housing across New York City, along with housing in upstate New York and Connecticut. Supportive housing – affordable housing paired with services designed to help people maintain their homes for the long-term – is widely recognized as a proven and cost-effective solution to chronic homelessness.
But we didn’t stop at providing housing. Breaking Ground’s programs and services help people experiencing street homelessness – especially those who have been on the streets the longest – to come indoors. Through our Street to Home outreach program and transitional housing resources, we help people get, and stay, on the path to a permanent home.
Located in Brooklyn, the East Flatbush Safe Haven serves as a transitional housing program for 110 chronically street homeless individuals. This transitional housing program embraces a housing first and harm reduction philosophy with an aim at helping residents secure appropriate permanent housing. The Office Manager is responsible for bookkeeping which includes, but is not limited to, petty cash, check requisitions and billing. Responsibilities also include scheduling, taking meeting notes, maintaining filing systems, writing letters & other correspondence, maintaining client data and other office support functions. The Office Manager is often an important point of contact for building clients; the person in this position must have exceptional interpersonal skills.
ESSENTIAL DUTIES:
- Direct/answer client questions
- Responsible for maintaining the petty cash, billing, check request and Metro cards
- Maintain facility and staff activity calendars
- Track vacations and attendance
- Maintain client data
- Keep an updated file of vendors, order and track supplies
- Maintain filing system, office supplies
- Answer phones, direct calls and messages
- Attend meetings and keep notes
- Coordinate events
- Performs other related duties as assigned
QUALIFICATIONS:
- A minimum of two years related work experience
- Excellent organizational and interpersonal skills
- Must have the ability to work independently and as part of a team
- Able to work with a diverse/special needs population
- Able to handle multiple tasks simultaneously
- Must have exceptional written and verbal skills
- Proficiency with Microsoft Office (Word, Outlook, Excel)
- Experience working with homeless/formerly homeless populations preferred
EOE/M/F/Vet/Disabled
The Office Services Manager is responsible for the day to day operations of Children’s Aid’s Brooklyn Family Center, a 10,000 sf program administration as well as a smaller additional site being added in July in Brooklyn Heights. The position reports directly to the CWFS Site Director with a dotted line report to the Director of Facilities Operations.
Responsibilities:
- Maintain high cleanliness standards, monitor common area cleanliness including internal bathrooms, pantry, glass, floor and other surface cleaning;
- Interface with building management; address emergency repairs, routine inspections, and other needs to support site operations;
- Handle site safety monitoring and communication;
- Manage all guest lists, coordinate entrance to the suite with building management, oversee security cards and welcome kits;
- Lead the response team, emergency procedures, coordinate fire drills and emergency evacuations;
- Management of scheduling, continuity and performance of security vendor;
- Distributes mail, orders supplies, fills in at front desk, courier runs to other CA sites and other destinations as needed;
- Oversee conference and visitation rooms, Outlook calendar scheduling, and room booking and set up;
- Assist with group meetings and conferences, including set up, catering, and invoice reconciliation;
- Maintain climate control, comfort and quality of overall facilities;
- Facilitate office moves; Maintain phone lists and seat plans; Communicate pertinent information with office staff;
- Promote strong customer service and responsiveness;
- Other tasks necessary to support the site’s operations.
Qualifications:
- High School Diploma/GED required.
- 5 years of progressive experience in office services;
- Strong security experience required. CPR/First Aid and Active Shooter training required by three months of hire;
- Strong verbal and written communication skills, and attention to detail;
- Collaborative approach, and a team player;
- Outstanding customer service experience;
- Strong MS-Office skills; Word, Excel, Outlook, PowerPoint required;
- Conference room, reception and mailroom experience necessary;
- Custodial experience, ability to make minor site repairs and improvements;
- Ability to set up A/V and conferencing technology;
- Experience with computer equipment set-up helpful.
An award-winning company that FAST COMPANY calls one of the 10 most innovative energy companies in the world is seeking an outstanding Office Manager/Administrative Assistant.
Global Thermostat is an innovative company that has the technology to address the defining challenge of our generation – climate change. It’s patented technology and process removes CO2 directly from the air in a carbon-negative way. This CO2 is profitably sold and can be stored or used for a wide range of uses from industrial processes, synthetic fuels, to the CO2 we use in drinks; the entire process can reverse climate change.
Duties & Responsibilities:
- Assisting other departments with administrative duties
- Filing and general office administration
- Undertaking any other tasks/duties
- Answering general queries by telephone
- Assist with general office duties requested from other departments
- Carry out any other appropriate duties
- Assisting with ad hoc administration tasks
- Provide day-to-day administrative and other support
- Providing cover for other administrative team members
- Carry out any other office or property management related duties
- Maintain a filing system of all correspondence
- Facilities management
- Order office supplies
- Recruitment and training of admin personnel and recruitment process in general
- Providing excellent customer service when answering inbound customer queries
- Providing administrative assistance including updating spreadsheets typing correspondence and filing
- Maintain attendance records, time of arrival sick vacation leaves insurance SOP compliance and other compliance, recruitment, and supervision of admin personnel
Academic/ Professional Qualifications:
· Undergraduate degree or an equivalent combination of training and experience, Advanced Degree preferred
· 5+ years of relevant experience
· Mastery of Google (including Google Mail & Calendar), Microsoft Office (Word, PowerPoint & Excel) and Salesforce
· Ironclad follow-through of all instructions and tasks
· Self-Starting and Proactive. Anticipates, initiates and sustains momentum to get the job done using intuition and without external stimulation. Takes the actions necessary to do the job, do it well, and do it on time on own initiative based on an understanding of what is needed
· Resiliency. Effectively deals with ambiguity. Quickly recovers from adversity, obstacles, or changes in plans or direction and processes events from a business and practical perspective
· Quality driven and detail-oriented. Produces accurate work that presents professionally. Pays attention to details but does not sacrifice efficiency and time management. Able to determine the level of accuracy required in each situation while still ensuring timely execution
· Communication. Verbally fluent. Actively listens and intuits what the speaker intends. Writes clearly and concisely in a manner that is appropriate for the intended audience
· Flexibility. Readily modifies, responds to, and integrates change responding appropriately to the culture and demands of the environment
· Time and Self-Management. Prioritizes and completes tasks in order to deliver desired outcomes within allotted timeframes with minimal supervision
· Personal Accountability. Takes personal responsibility for own actions. Exercises practical, common sense judgment, as appropriate for the culture and situation
· Collaborative Teamwork. Works effectively in a team-based environment
· Planning and Organizing. Highly organized. Implements systems, processes or procedures that efficiently and effectively achieve objectives for the position
· Results Orientation. Identifies and takes actions necessary to complete tasks and obtain results in a timely manner within a fast-paced and ever-changing environment
· Continuous Learning. Takes actions to learn and implement what is necessary to successfully perform the job. Learns processes, retains, and applies that knowledge
· Work Ethic. Commitment to doing whatever it takes to get the job done including working overtime and odd hours
· Expert knowledge of Google Suite and iCloud
Job Type: Full-time
Salary: $65,000.00 to $75,000.00 /year
Pay may depend on skills and/or qualifications
Experience:
- Office Manager: 3 years (Preferred)
Education:
- High school or equivalent (Required)
Additional Compensation:
- Bonuses
Work Location:
- One location
Benefits:
- Health insurance
- Paid time off