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Office Manager

Posted by
Make the Road New York
|
Brooklyn, NY
New
|
Published 11 days ago

Make the Road New York (MRNY) builds the power of Latino and working-class communities to achieve dignity and justice through organizing, policy innovation, transformative education, and survival services. Make the Road New York operates neighborhood-based community centers in Bushwick, Brooklyn; Jackson Heights, Queens; Port Richmond, Staten Island; Brentwood, Long Island; and White Plains, Westchester. With a membership of 24,000 low-income New Yorkers, MRNY tackles the critical issues facing our community: workplace justice, tenants’ rights, immigrant civil rights, language access, LGBTQ justice, public education, health care access, and immigration reform.

MRNY is a multi-service organization. Our Education Department offers English to Speakers of Other Languages (ESOL), Spanish-language literacy, computer literacy, citizenship preparation, and in-school and after-school youth programs. Our Community Organizing Projects help New Yorkers to implement strategies to combat shared problems and develop leadership and the capacity for civic participation. And our Departments of Legal, Health & Support Services provide direct legal representation, case management, and facilitated enrollment into public health insurance programs, training, and strategic support for members and organizing campaigns. Our attorneys and advocates specialize in labor and employment law, public benefits, disability benefits, housing law, healthcare, and health insurance access, immigration, public education, domestic violence, and LGBTQ (Lesbian, Gay, Bisexual, Transgender, and Queer) civil rights issues.

The Admin Department is responsible for maintaining day-to-day administrative services in order to help the company run smoothly. Generally, the Admin Department provides essential administrative support for the whole company, including keeping and processing files and documents, assisting HR affairs, dealing with meetings, checking attendance, and much more.

Current Opening:

Make the Road New York (MRNY)  seeks a highly motivated, organized, dedicated Office Manager (40 HOURS PER WEEK) with strong communication skills and the ability to multi-task. Candidates must be bilingual in English and Spanish, possess strong computer, and administrative skills. Looking for an energetic individual who likes to work as a team player and takes pride in the organization. This position will work closely with a Senior Office Manager. The candidate must be a patient and caring professional. Reliability, professionalism, and confidentiality are crucial to this role.

Key Responsibilities but not Limited to:

The Brooklyn Office Manager will be responsible for the Brooklyn office management, this includes maintaining office administrative needs and efficiency; including but not limited to: event planning and implementation; office supply management; tasks in financial administration; coordination with other departments; membership administration; facilities oversight; cleaning and maintenance oversight; communications with other departments; oversight of childcare provision, and additional administrative tasks. The Office Manager supervises the Brooklyn receptionists and any volunteers hired within the administrative department. They will:

  1. Maintain office efficiency: Help design and fully implement office policies; Help establish standards and procedures; Event & special project coordinator; Organize office operations and procedures; Supervise office staff; Keep track and information on phone, referrals, alarm, and other reports; Place orders for office supplies and food for events; Manage Organizers & Office petty; Liaise with other departments, organizations and groups; Maintain office equipment; Update and maintain HR and IT informed of any changes or needs within Administrative staff and Brooklyn space; Maintain strong communication with the office managers for the other sites; Maintain strong communication with landlord and office vendors; Help HR onboard all new hires based out of the Brooklyn office; Plan and implement office systems, layout and equipment procurement; Maintain and replenish inventory; Check stock to determine inventory levels and keep the SalesForce Inventory updated; Anticipate needed supplies; Verify receipt of supply; Keep an up to date office floor plan.
  2. Supervise office staff: Assign and monitor clerical and secretarial functions; Be part of the hiring process for all office staff; Orient and train new/current employees; Provide on the job and other training opportunities; Supervise staff – Brooklyn receptionists, childcare staff, and the park cleaner staff– have weekly meetings, provide them with the work plan and support to do their jobs; Evaluate staff performance; Coach and disciplining staff; Revise & approve timesheets.
  3. Event planning: Play a central role in organizational-wide events support all logistical aspects; Be the main liaison with organizing for all Westchester events; Collect invoices and make sure they get coded/tracked and send to AP; Track events through salesforce, entering all important information, expenses, and event details and closing them in a timely manner; Follow up with event’s coordinator’s after events to make sure everything went according to the plans; Always look forward to improving the way the Admin team manages events.
  4. Support front desk staff: Cover front desk whenever is necessary; Greet people entering the office in a warm and welcoming fashion; Encourage newcomers to the organization to become members; Support other staff with logistical and administrative support; Maintaining a professional atmosphere in the front office; Answering and managing phone calls and ensure calls are handled in a professional and expedient way.

Required Competencies, Skills, and Experience Include

  • Eligible to work in the US
  • Associate’s Degree required, Bachelor’s a plus
  • Committed to Make the Road New York’s mission
  • Must have at least 2 years previous experience working in office management
  • Bilingual English/Spanish 
  • Experience with Salesforce.com and general understanding and experience with databases is an advantage
  • Excellent Microsoft Office skills incl. Excel, PowerPoint 
  • Have a flexible work schedule, some evenings or weekends required

Job Competencies:

  • Be proactive and shows initiative
  • At ease with technology. 
  • Articulate with an extremely professional self-presentation and outstanding interpersonal skills
  • Polite and tactful and able to maintain composure under pressure 
  • Sound judgment, a high degree of professionalism, and the ability to maintain confidentiality
  • Excellent written and oral communication skills 
  • Proactive and solution-orientated, able to use initiative and work independently 
  • Excellent organizational skills, ability to prioritize effectively and handle multiple tasks simultaneously
  • An excellent team player 
  • Ability to work under pressure required.
  • Have experience in team building 

Salary and Benefits:

Starting salary is based on a scale set by a democratically-elected personnel committee and will depend on factors such as experience and education. MRNY offers an excellent benefits package including health insurance, 401K, and generous paid vacation, sick, personal days.    

How to apply:

Please attach cover letter/resume and submit all documents through the Make the Road Career Center.

Site and Hours of Working:

  • Make the Road New York – Brooklyn, 301 Grove Street, NY 11237.
  • 40 hours. Primarily Monday to Friday. Evenings and weekends can be required for special events

APPLICATION DEADLINEFriday, August 27th, 2021. 

MRNY is an equal opportunity employer and is committed to a diverse staff. Women, LGBTQ, people with disabilities and people of color strongly encouraged to apply. All qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, genetic information, disability or marital status.

 

Make the Road New York (MRNY) builds the power of Latino and working-class communities to achieve dignity and justice through organizing, policy innovation, transformative education, and survival services. Make the Road New York operates…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    2-Year Degree Required

Level of Language Proficiency

Spanish

Spanish

Location

On-site
301 Grove St, Brooklyn, NY 11237, USA

How to Apply

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