Office Manager
- Employer
- Waterkeeper Alliance
- Location
- New York City, New York
- Salary
- Competitive non-profit salary, commensurate with experience; excellent benefits.
- Closing date
- May 31, 2019
View more
- Focus Areas
- Environment
- Job Function
- Administrative / Clerical
- Position Type
- Full Time
- Degree Level
- Bachelors
- Experience Level
- Administrative
Waterkeeper Alliance is seeking a dedicated, energetic, and professional Office Manager to support the organization. The Office Manager is responsible for a variety of office functions, including greeting guests; routing incoming communications; monitoring and ordering office equipment and supplies; improving organizational processes; and overseeing the day-to-day running of the office. The position also provides some support to the Executive Director. A detail-oriented approach, great organizational and communication skills , and a professional and enthusiastic attitude are all integral assets for this position.
Responsibilities:
- Engage in general administrative tasks such as scanning, copying, mailings, ect.;
- Receive, open, sort and distribute mail and packages;
- Maintain office supply inventory and order supplies as needed;
- Order print collateral (business cards, letterhead, ect.) as needed;
- Oversee the repair, service, and functionality of office equipment;
- Serve as point of contact with IT, phone, and internet vendors;
- Serve as central point of contact for the organization and route calls and emails to appropriate staff;
- Support internship program;
- Ensure office space is consistently tidy and well-organized to maximize efficiency;
- Periodically archive and dispose of files in accordance with document management and retention policy;
- Maintain up to date staff contact information;
- Assist with the recruitment and orientation of new staff;
- Serve as point of contact for the office building and oversee any facilities-related tasks;
- Assist in facilitation of weekly staff meetings, including taking detailed minutes;
- Collect time off forms for payroll;
- Fulfill reporting requirements for general office contracts, insurance, and other policies;
- Complete payment request submissions for office expenses;
- Track and coordinate the allocation of office resources including desk space and computers (both in office and remote use);
- As directed, prepare meeting materials and help set up and facilitate internal and external meetings, and conduct meeting follow-up;
- Process invoices and expense reports as assigned by Executive Director and Finance and Operations Director; and
- Other duties as assigned.
Qualifications:
- Excellent communication, organizational, and time-management skills;
- Proficiency with Google docs, Microsoft Office programs, and internet-based research;
- Proven ability to work as both a team member and independent leader;
- Ability to assess and adapt to changing priorities, and take initiative to improve processes as needed;
- Ability to juggle and prioritize multiple tasks;
- Ability to communicate effectively with high-level donors, executives, and staff;
- High level of discretion and confidentiality;
- Dependable, positive attitude, and a sense of humor; and
- Environmentally aware and passionate.
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