Office & Facilities Coordinator

General Info on SAGE:

SAGE is the country’s largest and oldest organization dedicated to improving the lives of lesbian, gay, bisexual and transgender (LGBTQ+) older people. Founded in 1978 and headquartered in New York City, SAGE is a national organization that offers supportive services and consumer resources to LGBTQ+ older people and their caregivers, advocates for public policy changes that address the needs of LGBTQ+ older people, provides education and technical assistance for aging providers and LGBTQ+ organizations through its National Resource Center on LGBTQ+ Aging, and cultural competence training through SAGECare. SAGE supports a growing network of 70+ SAGECollab Partners across the country.

What we need:

The Office & Facilities Coordinator is responsible for the day-to-day management and strategic oversight of SAGE’s headquarters office environment. This role reports to the Director of Facilities and Office Services and ensures the smooth operation of office logistics, facilities compliance, mailing and shipping functions, and staff support. The Coordinator serves as a critical resource in fostering a professional, welcoming workplace aligned with SAGE’s mission and operational goals. While this role does not have direct reports, it requires independent judgment, leadership in process development, and proactive coordination across departments and vendors.

What you'll do:

Office Operations & Administration

• Serve as a first point of contact for staff and visitors, providing general information and directing inquiries appropriately.
• Open and close SAGE Headquarters up to four days per week.
• Foster a welcoming, well-organized office environment and support internal events and culture-building initiatives (e.g., staff gatherings, new hire welcomes).
• Manage the office and conference room reservation system and support logistics for in-person meetings, including room setup.
• Monitor and respond to the main voicemail inbox; route messages to the appropriate staff or department.
• Maintain and troubleshoot office equipment (e.g., copier, printer, postage machine) and coordinate vendor repairs as needed.
• Manage cable organization and upkeep at staff desks to ensure a safe, tidy, and efficient workspace.
• Maintain and update digital signage displayed on office TVs to ensure timely and accurate information sharing.

Mail & Shipping

• Manage all incoming and outgoing mail and parcels:
  • Receive, sort, and distribute deliveries.
  • Open and inspect incoming parcels upon request from remote team members to verify content and delivery accuracy.
  • Prepare, package, and ship outgoing parcels via USPS, FedEx, UPS, or other carriers; maintain accurate shipping records and ensure timely delivery.
  • Maintain office supply and shipping accounts (e.g., Staples, FedEx, USPS), including adding new users, maintaining account accuracy, and supporting onboarding.

Facilities & Compliance

• Serve as the on-site point of contact during unannounced visits from the building superintendent, Fire Department, or other regulatory agencies; relay real-time updates to the Director of Facilities, document findings, and ensure appropriate follow-up.
• Support the Director of Facilities in their absence by overseeing key functions and ensuring continuity of operations.
• Maintain current facility-related permits, licenses, and certificates to ensure compliance.
• Support emergency preparedness plans, including fire drills, first aid kits, and evacuation signage.
• Assist with organizing and maintaining onsite and offsite file storage, including SAGE’s archive.

Procurement & Finance Support

• Procure goods and services for all NYC sites, including office furniture, supplies, business cards, and occasional food services.
• Process invoices and reconcile credit card expenses for the Facilities & IT Department and other departments as assigned.

Staff Support & Special Projects

• Coordinate in-person onboarding and offboarding logistics, including desk setup, ID badge/key distribution, and collection of equipment and materials.
• Serve as a New York State Notary Public or obtain certification within three months of hire.
• Support Pride season preparations and organization-wide events by coordinating the ordering, receipt, inventory management, and distribution of giveaways, t-shirts, and outreach materials.

While no one person embodies all the qualities outlined below, the ideal candidate will possess many of the following professional and personal abilities, attributes, and experiences. Please consider applying, even if you do not have *all* the “need-to-haves!”

Skills and Competencies:

• Physical
  • Ability to lift and move up to 15 pounds
• Technical
  • Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams)
  • Hands-on experience with common office equipment (e.g., copier, printer, postage machines)
  • Basic troubleshooting skills for office technology or willingness to coordinate with IT support
• Administrative and Organizational
  • Excellent time management and organizational skills; ability to manage multiple tasks and prioritize effectively
  • Ownership mindset with strong accountability and follow-through
  • Exceptional attention to detail and accuracy
  • Demonstrated resourcefulness, critical thinking, and sound judgment
  • Ability to work independently as well as collaboratively
  • NY Notary Public certification or willingness to obtain within three months of hire
• Interpersonal
  • Customer service orientation and ability to interact professionally with diverse staff, visitors, and vendors
  • Strong written and verbal communication skills
  • Aims to strive for high levels of satisfaction, support, and responsiveness

Values (beliefs that matter in this role and in the Finance and Administration division and shape and guide our actions and decisions at work):

• Care, Compassion Empathy
• Honesty, Integrity, and Transparency
• Responsiveness and Service Orientation
• Equity, Inclusion, and Belonging
• Adaptability and Change Embrace
• Joy, Appreciation, and Sustainability

The benefits: SAGE offers a rich benefits package including:

• • Two medical insurance plan options in which to enroll – with a very generous HRA contribution by SAGE and premium subsidies
  • An annually funded HRA (of up to $5k) for gender affirming care not covered by medical insurance
  • Dental and Vision insurance with premium subsidies
  • A safe harbor 401(k) plan with a match from SAGE of up to 5%
  • Generous PTO and office closures for holidays (including ½ day closures the day before many holidays!)
  • 100% SAGE-paid family and medical leave for up to 12 weeks
  • Sabbatical leave for very tenured staff
  • 100% SAGE-paid disability and life insurance with the opportunity to elect additional life insurance coverage for the employee and their dependents
  • Medical and dependent care FSA and transit pre-tax benefits
  • An Employee Assistance Program (EAP) for free and confidential support from licensed counselors on a variety of issues
  • A really terrific team! An opportunity to help make a positive impact on SAGE staff and culture! A chance to support the LGBTQ+ community and be a part of an organization doing vital work!