212-564-6500 info@joelpaul.com

Position Summary:

As the office manager of a fast paced Brooklyn Jewish nonprofit social services agency, he/she will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The office manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control and purchases, office staff supervision and task delegation.

An energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

Responsibilities:

  • Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
  • Organize and schedule meetings and appointments
  • Organize office operations and procedures
  • Coordinate with IT department on all office equipment
  • Manage relationships with vendors and service providers ensuring that all items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Provide general support to visitors
  • Manage executives’ schedules, calendars and appointments
  • Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
  • Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
  • Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
  • Perform review and analysis of special projects and keep the management properly informed
  • Ensure top performance of office staff by providing them adequate coaching and guidance
  • Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications
  • Participate actively in the planning and execution of on-site events
  • Allocate available resources to enable successful task performance
  • Coordinate office staff activities to ensure maximum efficiency
  • Organize orientation and training of new staff members
  • Ensure security, integrity and confidentiality of data
  • Implement office policies and procedures
  • Coordinate schedules, appointments and bookings
  • Monitor and maintain office supplies inventory

Qualifications:

  • Bachelor’s Degree
  • Experience in recruiting through various channels
  • Working knowledge of databases and MS Office
  • Able to communicate effectively with diverse people
  • Excellent organizational and team coordination abilities
  • A minimum of three years of community engagement experience
  • Familiarity with the Orthodox Jewish Population
  • An understanding of government social services grants, a plus
  • Proven time management skills with the ability to respond to time-critical issues
  • Customer Service focus with the ability to build and maintain strong working relationships
Willie Hochman
Apply For This Position
Allowed file extensions are doc, docx. Max file size is 2 MB. Please submit your resume in MS Word format only.