Office Manager

Job Type

Full Time

Salary

Minimum: $50,000
Maximum: $60,000
Details: This is a full-time, exempt position.

Published

10/01/2018

Address

16 East 52nd Street
New York
New York
10022
United States

Description

Bottomless Closet is a 501(c)(3) whose mission is to inspire and guide disadvantaged New York City women to enter the workforce and achieve success. Comprehensive services include the selection and provision of high quality interview attire, 1:1 resume review/preparation and interview coaching, as well as a broad workshop curriculum that promotes professional development, financial management and personal enrichment. We facilitate entrance into the workforce, build core competencies for workplace success, increase self-confidence and self-esteem, and transform women’s vision of their potential. Our clients come from diverse backgrounds and experiences, including women who are on public assistance, formerly incarcerated, single mothers, domestic violence survivors, and women living in shelters. To date, we have helped over 35,000 clients by providing our services free of charge in order to help them on their path to self-sufficiency.


ABOUT THE POSITION:

Bottomless Closet seeks a full-time Office Manager for our New York City office. The Office Manager is a highly organized individual who takes ownership of all aspects of facilities/office management, including creating and maintaining systems, policies, procedures and practices needed to ensure that Bottomless Closet employees have the right tools, systems and supplies to be productive and efficient. Reporting to the Executive Director, the Office Manager is responsible for all administrative and logistical aspects of Bottomless Closet’s office, including purchasing and managing vendors for office services, inventory and supplies; contracting and supervising outsourced managed IT services; equipment purchase, repairs, and replacements; onboarding and offboarding employees; and managing the organization’s connectivity tools – phones, video conferencing, meeting room, and more. Act as liaison to accountant/bookkeeper. The Office Coordinator and the Operations and Inventory Assistant report to the Office Manager.


Primary Responsibilities

Inventory management:

·        Oversee Operations and Inventory Assistant

·        Properly stock and maintain boutique and office supply inventories

·        Manage all aspects of deliveries and shipments, including donations and coordinate onsite and offsite storage

  • Track inventory

Facilities management:

  • Manage Bottomless Closet’s physical office space: serve as main point of contact with building management staff and vendors on electrical, HVAC, cleaning/janitorial; troubleshoot issues that arise; source new vendors as needed; maintain clean, organized office; manage kitchen, office supply and boutique inventory
  • Manage any repairs or updates needed to physical space or décor, build-out of new spaces or office moves as they arise
  • Ensure safety and security of employees and Bottomless Closet property: manage office access system; attend building trainings and educate staff on safety procedures; serve as lead Fire Warden for floor; maintain updated business continuity/emergency procedures
  • Maintain office seating plan and anticipate placement of new employees and interns; plan for additional office space to accommodate growth; assist with any moves, installation and maintenance of office equipment, etc. as needed
  • Create a welcoming environment by maintaining an inviting office environment
  • Coordinate and support set up of new work spaces in remote locations, as may be needed
  • Manage general organizational archives and files; coordinate shredding as needed; oversee and catalog items in storage

Vendor relationship management:

  • Manage and optimize budget for administrative and office functions, including obtaining quotes, tracking and submitting vendor invoices and corporate credit card charges for payment each month, and maintaining all annual contracts (technology, facilities, services)

Technology support:

  • Ensure seamless technology support by liaising with Bottomless Closet’s managed IT service provider and managing relationships with all external technology providers to ensure that all computers, phones, copier, postage meter, databases and meeting room technology function properly, information is secure and staff technology needs are met
  • Participate in regular strategy and budget meetings with IT managed service provider
  • Maintain hardware inventory, facilitate new equipment upgrades/purchases as necessary
  • Research organizational tech needs and make recommendations, implement upgrades
  • Collaborate with staff and assist managed IT service provider with org-wide IT projects, implementations and administration

Human Resources support:

  • Review and update administrative and operational procedures, HR Manual
  • Communicate regularly and proactively with staff regarding office procedures, service outages, and other office or admin related information that impacts employee productivity
  • Ensure smooth onboarding and offboarding for employees; prepare workspace, gather supplies and set up technology equipment for new hires; conduct new hire orientation/training, including introductions to Bottomless Closet staff, overview of Bottomless Closet policies and practices, time-keeping and security set up; collect and process new hire paperwork
  • Create and maintain employee personnel and payroll records
  • Maintain employee emergency contacts and disseminate to staff semi-annually
  • Assist in planning and logistics of meetings, on-site and off-site events

Finance support:

·        Submit all bills for payment in a timely fashion

·        Post donation batches in financial database

·        Oversee accounts payable, accounts receivable and check processing

·        Coordinate monthly budget reporting with accountant

·        Assist with document production for annual audit, nonprofit filings

·        Liaise with accountant, vendors and development team to track financial data

Other:

·        Oversee Office Coordinator

  • Review and update administrative and operational procedures, including office Operations Manual
  • With program team, receive and direct incoming phone calls and play a key role in the overall effectiveness of Bottomless Closet’s phone responsiveness
  • Receive and distribute all inbound mail and packages; handle outgoing mail and packages; manage accounts with couriers/shippers
  • Assist with special events onsite and offsite as requested
  • Provide administrative and logistical support for various special projects
  • Other tasks/assignments/special projects as needed

Qualifications:

  • BA preferred, with at least 4 years of relevant experience in an administrative or office management role, or the equivalent combination of education and experience
  • Strong organizational skills, strong problem solving and project management skills, ability to deliver proactively, independently, and under pressure

·        Ability to self-start and work collaboratively with small staff and volunteers

  • Excellent time management skills, ability to handle multiple tasks effectively with frequent interruptions
  • Excellent written and verbal communication skills
  • Strong interpersonal skills and ability to work collaboratively and effectively with various stakeholders; customer-service friendly demeanor; sense of humor a plus!
  • Interest and experience in using technology to improve work efficiency must be experienced in using internet and computers, comfortable with basic set-up and trouble-shooting
  • Ability to work flexible hours, including periodic evenings and an occasional weekend
  • Proficiency with Microsoft Office applications (preferably Office 2016/Office 365) including Outlook, Word, Excel and Power Point; Adobe Acrobat; Salesforce, Financial Edge, Raiser’s Edge or equivalent database experience; ability to learn new applications

 

Salary & Benefits

Competitive salary commensurate with experience includes a comprehensive benefits package. This is a full-time, exempt position.


Please email a resume and cover letter detailing your interest and skills applicable to the position to the attention of Melissa Norden, Executive Director at mnorden@bottomlessclosetnyc.org with the email subject line "OFFICE MANAGER" as soon as possible. NO PHONE CALLS.

 

Bottomless Closet is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender, gender identity or expression (including transgender status), sexual orientation, national origin, ancestry, citizenship status, age, disability or handicap, veteran status, marital status, pregnancy, genetic information or any other characteristic protected by applicable law.

 

Benefits

Competitive salary commensurate with experience includes a comprehensive benefits package. 

Level of Language Proficiency

Spanish a plus

Professional Level

Managerial

Minimum Education Required

4-year degree

How To Apply

mnorden@bottomlessclosetnyc.org
http://www.bottomlessclosetnyc.org

Please email a resume and cover letter detailing your interest and skills applicable to the position to the attention of Melissa Norden, Executive Director at mnorden@bottomlessclosetnyc.org with the email subject line "OFFICE MANAGER" as soon as possible. NO PHONE CALLS.


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