Office Manager

ORGANIZATIONAL OVERVIEW STRIVE is a national leader with a mission to provide pathways to life-changing careers and opportunities through comprehensive professional training, intensive personal support, and self-empowerment for those who face societal barriers to advancement. Predominately operating in low-income, Black and Brown communities, STRIVE celebrates 85,000 graduates since its founding in 1984. STRIVE's purpose is to ensure that everyone can achieve upward mobility and financial empowerment for themselves and their families and offers free programs to adults of various ages, genders, and with justice-impacted backgrounds. See why STRIVE Works in this 2-minute video or learn . STRIVE is active in 14 U.S. locations: in four directly-operated sites and through 10 licensed partners across the country. STRIVE is embarking on a growth plan in order to have the capacity to serve 10,000 individuals a year by 2033. To achieve this ambitious goal, we need to significantly expand our capacity in locations we are currently in and expand to new communities that are in need of our services. POSITION SUMMARY The office manager will oversee the smooth day-to-day operations of STRIVE NYC's offices in East Harlem, Brooklyn and other designated - ensuring facilities are functional, secure, and well-maintained. Additionally, the office manager will implement office procedures and provide general administrative support to create an efficient and welcoming work environment for employees, students, and visitors. Requirements ESSENTIAL DUTIES AND RESPONSIBILITIES Facilities Management •Managing staff: Delegating work to direct reports, managing their workload, and ensuring there are enough staff to cover all absences, including providing back-up support at reception, security and janitorial when needed. •Provide training and supervision to facilities interns and all direct reports. Hold regular team meetings and offer individual coaching sessions for direct reports. •Maintaining the office: Ensuring office spaces are well-maintained and provide a welcoming environment for visitors and staff. Ensure the maintenance team performs (daily) upkeep tasks such as repairs and cleaning to ensure facilities are tidy and functional. •Arrange all repairs as well as keeping the office layout and seating fully functional, organized and in order. •Serve as the main point of contact with building management for all facilities-related situations. Track all office repairs and ensure all issues are rectified. •Serve as Administrator and emergency point of contact for all office safety systems: Building access, guest arrival, room reservation, video surveillance, keys and alarms systems. •Identify, engage and keep record of maintenance companies as needed to perform specialized cleaning work. •Keep inventory of all office appliances and facility equipment and ensure all are in good working order. •Communicate with employees, students, customers, and visitors and follow up and respond to all inquiries and complaints received at reception or through communication via the organization's main telephone number. •Communicate with all office staff and students as needed for any office closure and office schedule changes including holidays, reminders and other updates as needed. •Promoting health and safety: Reviewing and updating health and safety policies, accessibility standards and ensuring they are observed. •Report office progress to senior management and work with them to improve office operations and procedures. •Ensure the safety officer maintains safety and order throughout the facilities, including regularly patrolling the office and documenting their observations, including incident report tracking. Ensure safety officer uses a social justice approach to office safety that takes a community-building approach which includes restorative practices. Ensure panic buttons are operational, security protocol are in place and remains updated. •Collaborate and support in-office events as needed. •Lead safety committee meetings and oversee the creation of a comprehensive NYC safety plan, that includes emergency procedures and protocols. Administrative Functions •Create a monthly calendar that is distributed to all staff monthly of office activity, including visitors, events and classes. •Monitor, track and order office supplies including furniture and appliances and electronics as required. •Managing budgets, recording office expenditure, and processing invoices. Manage relationships with vendors, service providers, building managers and landlords, ensuring that all items are invoiced and paid on time. •Manage contract and price negotiations with office vendors, and service providers . •Serve as the point person for all office mailing and shipping needs. •Order business cards for all new hires located in NYC, as needed or necessary •Perform all other tasks as assigned or needed. QUALIFICATIONS •High School Diploma or a minimum of 5 years of proven experience in office management, administrative support, or similar roles. •Experience working with an at-risk population, specifically individuals with multiple barriers including but not limited to justice impacted, housing and food insecurities and lack of access to proper wellness support. •Energetic, customer service driven professional who doesn't mind functioning in multiple capacities at once when necessary. •Experienced in handling a wide range of administrative and support related tasks and able to work independently with little or no supervision. •Proficiency in MS Office (MS Excel and MS Outlook, in particular). •Excellent time management skills and ability to multi-task and prioritize work. •Attention to detail and problem-solving skills. •Excellent written and verbal communication skills. Fluency in English is required; Fluency in Spanish is a plus. •Strong organizational and planning skills in a fast-paced environment. •A creative mind with an ability to suggest improvements. Location: In-person Monday - Friday in our NYCs located in Harlem and Brooklyn. STRIVE considers applicants for all positions without regard to: race; color; religion; gender; national origin; age; sexual orientation; marital or veteran status; the presence of a medical condition, genetic information or handicap, unrelated to performing the tasks of the job; or any other legally protected status. Salary Description $70,000-$77,000

Created: 2024-10-19