Office Coordinator

  • New York, NY, US

Please email a resume and cover letter detailing your interest and skills applicable to the position to the attention of Gineyda Diaz, Operations Director, with the email subject line "Office Coordinator position" to gdiaz@bottomlessclosetnyc.org. No phone calls please.

PRIMARY RESPONSIBILITIES: Presents a friendly and welcoming environment to all guests. Primary duties consist of assisting with the administrative operations of a busy and growing office. Responsibilities include but are not limited to:

ADMINISTRATION/OPERATIONS

Facilities/Daily operations:

  • Responsible for opening the office daily (no later than 9:00 am)
  • Responsible for providing a welcoming environment for all visitors, clients, donors and volunteers
  • Oversight of general office space, ensuring it is organized; duties include:
    • Taking out the trash (off days of cleaning service)
    • Perform general facilities maintenance
    • Accept deliveries; route to appropriate staff member
  • Process drop off of individual clothing donations, provide tax letter to donors
  • Maintain supplies and all food orders, check stock to determine inventory level; anticipate needed supplies; place orders and verify receipt
  • Assist with/troubleshoot office problems/issues, contact vendors as needed
  • Responsible for all incoming and outgoing mail
  • Coordinate messenger service, as needed
  • Maintain a filing system for record keeping of monetary and in-kind donations
  • Communicate with vendors as needed and keep track of vendor contracts
  • Maintain Operations Manual and other documentation
  • Manage logistics surrounding inventory and boutique stocking needs

Telecom/Technology

  • Answer and direct phone calls, route to appropriate staff member, take accurate messages, and provide general information; set up conference calls as needed
  • Assist with A/V and technology needs for workshops/programming
  • Ensure equipment operation by completing preventive maintenance requirements and calling for repairs; maintain inventories; evaluate new equipment and needs
  • Help with client laptop troubleshooting in the absence of Client Services Coordinator and/or Director of Volunteerism and Partnerships
    • Provide general user level training on daily applications used, including, but not limited to: MS Office, Adobe Acrobat, and other basic computer-related skills.

DEVELOPMENT

  • Assist with the production of acknowledgements for all monetary and in-kind donations in a timely manner (including individuals, corporations, private foundations and municipal funding clothing donors and corporate clothing drives)
  • Assist with generating mailing lists/labels for various newsletter mailings, appeals, events and communications

FINANCES

  • Responsible for all AP/AR i.e. processing all bills and payments and preparing and depositing income in a timely manner
  • Responsible for all credit card processing
  • File all financial documents
  • Various ad hoc finance-related duties

Other tasks, projects and responsibilities as requested by the Operations Director and/or Executive Director

SUPERVISION

The Office Coordinator reports directly to the Operations Director

SCHEDULE

The Office Coordinator position is Full Time (35-40 hours per week; generally 9AM-5:30/6:00 PM, Monday–Thursday); ability to work flexible hours including occasional evenings/weekends; specific hours determined based on organizational needs.

QUALIFICATIONS

  • Professional phone manner with friendly, helpful, customer service demeanor
  • Strong interpersonal communication skills (written and verbal); desire to work collaboratively with staff and volunteers a must
  • Ability to follow directions, work independently, prioritize and accomplish a variety of tasks, projects and responsibilities simultaneously in a busy work environment
  • Ability to work independently, follow directions closely and follow up on work assignments; be analytical and results oriented, resolve problems quickly, provide tactful feedback
  • Ability to work flexible hours including periodic evenings and the occasional weekend
  • Desire and ability to work with diverse populations
  • Understanding of and ability to maintain professional boundaries
  • Proficiency with MS Office, Raiser's Edge and Financial Edge preferable, strong data entry skills
  • Patience and a positive, customer-friendly attitude
  • An interest in the provision of services for disadvantaged women is a plus
  • Physical demands include heavy lifting – up to 50 lbs - and moving boxes and clothing as well as walking around the office, standing sitting and working with computers

COMPENSATION

Salary is $42K-$46K commensurate with experience, includes an excellent benefits package

Bottomless Closet NYC Bottomless Closet NYC logo

Areas of focus:

  • 16 East 52nd Street
    15th Floor
    New York, NY, US 10022
    See Map

Bottomless Closet NYC Bottomless Closet NYC logo

Areas of focus:


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