Office Manager

Volunteers of Legal Service (VOLS) seeks a full-time Office Manager to support the daily operations of the organization. This is a full-time, exempt position that reports to the Operations Director. The candidate must be available Monday to Friday from 9:30 am to 5:30 pm. This position will be in-office five days a week, with occasional opportunities for remote work.

Responsibilities include, but are not limited to:

• Coordinate front desk:
  • Answer main phone line, assist visitors, and monitor general voicemail and email accounts.
  • Process incoming and outgoing mail and packages.
• Manage operational activities, including:
  • Oversee daily facility requirements regarding maintenance, repairs, cleaning services, storage, supplies, purchasing, maintaining kitchen area, and similar tasks.
  • Maintain responsibility for facility cleanliness and security to ensure a healthy and safe working environment for all.
  • Maintain electronic and physical filing systems.
  • Provide minor technical support and triage with external IT vendor, as needed.
  • Liaise with IT vendor to ensure all tech hardware, software, and platforms are functioning to the highest degree.
  • Purchase, deploy, replace, and coordinate repairs of staff laptops in collaboration with IT vendor.
  • Support administration of platforms used across the organization including management of our all-staff calendar.
  • Evaluate, source, and recommend office services and facilities consultants and vendors.
  • Manage a subset of vendor contracts.
  • Liaise with vendors to troubleshoot routine issues and maintain office equipment and procedures.
  • Coordinate bi-weekly staff meeting logistics, including scheduling and note taking.
  • Provide administrative and logistical support for staff events and trainings such as placing supplies and food orders, coordinating conference rooms, set up and breakdown of events.
• Assist the Director of Operations with the Human Resources function, including:
  • Post employment opportunities to job boards.
  • Conduct and/or support on- and offboarding for staff, interns, and volunteers.
  • Serve as a point of contact for human resources policies, systems and processes and support their maintenance, build-out, and improvement.
  • Liaise with PEO to address staff questions, and ensure human resources law, compliance documents, and notices to employees are up-to-date and properly displayed, and staff are provided with required trainings.
  • Manage confidential personnel files, including maintaining the HR systems for employee records, feedback cycles, performance reviews, and leave requests.
• Support finance activities, including:
  • Liaise with external accounting team on bill payment, invoicing, check deposits, and financial documentation from vendors.
  • Support monthly credit card and translation and interpretation billing reconciliation.
  • Respond to employee and vendor inquiries and assist with researching discrepancies in billings and payments as needed.
  • Support accounting team with annual audit.
  • Identify opportunities for cost savings and work to keep expenses below budget.
• Provide administrative and logistical support for Board meetings, special events, and fundraising campaigns, including mailings, calendaring, document preparation, and day-of assistance.
• Participate in or implement org-wide and inter-departmental projects, such as facility moves or improvements and rolling out new platforms.
• Work on additional projects as assigned by Director of Operations and/or Executive Director.

Qualifications:

• At least three to five years of experience as an Office Manager, Front Office Manager, Administrative Assistant, or similar. Bachelor’s degree, a plus.
• Excellent organizational skills, solutions-driven, and comfortable working on multi-faceted projects.
• High level of adaptability and reliability.
• Ability to work both independently and in collaboration with others.
• Ability to work with discretion and handle confidential information.
• Excellent time management skills and keen attention to detail.
• Proven ability to relate positively to visitors, clients, and vendors and to work cooperatively with other colleagues.
• Is an active listener, communicates thoughtfully and empathetically, and has the ability to problem-solve.
• Flexibility to work outside of regular office hours when necessary.
• Fluency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to interact respectfully with people of diverse backgrounds, perspectives, and cultures.
• Professional fluency in Spanish, Mandarin, or another non-English language, a plus.
• Passion for the mission of providing high-quality, free legal services to low-income New Yorkers and promoting volunteerism.

All candidates must be fully vaccinated against COVID-19 including a Bivalent vaccine dose or latest 2024–2025 COVID vaccine formula, unless provided a reasonable accommodation pursuant to applicable federal, state and local statutes.