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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

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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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