Office Manager- Headquarter

Title:                Office Manager

 Location:    Headquarters

Overall Responsibilities:

The Office Manager will be responsible for coordinating and managing the administrative responsibilities for the headquarter operations which includes supervising maintenance, front desk reception staff, and administrative staff. This individual will oversee all matters related to 200 Varick Street 9th floor building from tactical matters such as the management of vendors and repairs, to overseeing the aesthetic space and being the liaison between building management and staff.

Essential Duties and Responsibilities:

The essential duties of the Office Manager include but are not limited to the following activities:

·         Supervise and train on-site front desk reception, administrative and maintenance/custodial staff

·         Generate schedules and manage relief of reception coverage (lunch, break, absence etc.) routinely and as needed

·         Oversee all communications with building management to efficiently manage building operations

·         Receive and coordinate all repair and service visits (HVAC, other building systems)

·         Apprise the Building Management of repairs needed and maintenance issues

·         Serve as liaison with Security Director to ensure seamless implementation of safety and security procedures, including fire safety plan

·         Work with PRI facilities team and building staff to coordinate disaster preparedness, including CARF inspections.

·         Coordinate employee access cards, including any lost or replacement cards

·         Manage vendors, office supplies and deliveries, review and prepare invoices for payment

·         Oversee companywide mail pickup and distribution

·         Manage and oversee all conference room booking and space needed for meetings/events

·         Work with HR/Hiring Manager to coordinate desk/office space for new employees and other onboarding needs

·         Ensures cleanliness of public spaces (reception/meeting room, bathroom, storage space etc.)  and supervise outside cleaning company services

·         Ensures regular supply of coffee, water and other kitchen/pantry supplies

·         Provide project management for relocation move and other various project to improve efficiencies of office and building operations

·         Support relocation/renovation efforts to new office location, including move logistics, seating arrangement of staff, requests for new/replacement furniture, and other operational duties as needed

·         Oversee maintenance and cleanliness of coffee machines, water coolers, refrigerators, and microwaves

·         Enforce PRI office protocols are met including recycling mandates, building requirements, and other policies and procedures
          

Qualifications:

·         Associates or Bachelor’s degree

·         3 -5 years of relevant professional administrative or office management experience

·         High level of integrity, confidentiality and professionalism required

·         Ability to effectively communicate and interact with landlord, building staff and all PRI stakeholders

·         Pro-active, results oriented, adaptable individual striving for everyday excellence

·         Able to manage multiple, complex projects and priorities

·         Strong technical skills Including Microsoft Word, Excel, PowerPoint, Outlook

·         Basic knowledge of building systems and office protocols a plus (HVAC, recycling, emergency preparedness) preferred

 

To apply: E-mail resume and cover letter indicating position and salary requirements to:  careers@projectrenewal.org