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Salary Range $55,000.00 - $65,000.00 Salary/year

Position Type Full Time

Job Shift Day

Education Level 2 Year Degree

Travel Percentage None

Category Admin - Clerical

Description

Comunilife Inc. is looking for an Office Manager for its Administrative Office in New York. The Office Manager at Comunilife's Central Office serves as the first point of contact, playing a crucial role in maintaining a smooth and efficient office environment. This position requires strong leadership and communication skills, as it involves managing the receptionist and ensuring effective office operations.

Key responsibilities include:

- Overseeing daily operations

- Managing office facilities

- Coordinating communication among departments and vendors

- Supporting event planning and strategic initiatives

The Office Manager must possess excellent communication skills, strong attention to detail, and the ability to multitask in a hybrid office setting. This role also involves providing administrative support, preparing meeting materials, and fostering a positive workplace culture while ensuring effective customer service for all internal and external stakeholders. Additionally, the position requires managing centralized administrative services across various departments, including the President's Office, Housing, Human Resources, Finance, and Development. The position offers a generous benefit package including health insurance, dental, vision, dependent care, paid time off, 401(k), tuition assistance program and more. This position has a pay rate range from $27.00 to $32.00 per hour (upto $60,000 a year annually working 35 regular weekly hrs)

Essential Duties:

Executive Assistant Support:

+ Assist in managing the relationship with the Board of Directors, including coordinating meeting logistics, catering, and an organized online filing system.

+ Organize and schedule board and committee meetings, making follow-up calls and sending emails, as necessary.

Office Management:

+ Greet and assist visitors, clients, and staff with professionalism.

+ Maintain the orderliness and cleanliness of common areas and manage incoming/outgoing mail and deliveries.

+ Answer and direct important phone calls to appropriate administrative personnel.

Administrative Support:

+ Prepare reports for Executive Management and ensure understanding of Comunilife’s mission, vision, and objectives.

+ Report on office progress to senior management and assist in improving operations.

+ Provide comprehensive support, including scheduling, travel planning, expense submissions, and maintaining organized systems.

Office Functionality:

+ Manage office space bookings and assist staff with space needs.

+ Participate in meeting room setup and cleanup, ensuring readiness for events.

+ Regularly inventory and order office and pantry supplies, maintaining cleanliness and order.

+ Create and maintain physical and digital document folders for easy access.

Event Coordination:

+ Plan and execute organizational events, including staff lunches and celebrations, managing budgets and vendor relations.

+ Collaborate with the Executive team to develop policies for centralizing attendance at events, conferences, and functions. This includes managing attendance, purchasing tickets, arranging travel, and coordinating hotel stays.

Vendor and Equipment Management:

+ Assist with vendor research and management.

+ Ensure all office equipment is operational and familiarize staff with usage.

General Administrative Duties:

+ Support various teams with administrative tasks, demonstrating flexibility and a proactive approach to workload management.

+ Serve as the point of contact for vendors, candidates, and visitors, ensuring a welcoming environment.

+ Maintenance of supply room, photocopying machines, desktops, Pitney Bowes mailing machine.

+ Ability to have foresight and to order adequate office supplies, ability to call vendors regarding repair of office equipment. Initiate and ability to locate or contact new and old office supply vendors, when needed.

+ Provides guidance, assistance, and/or interpretation to employees and supervisors on how to apply Comunilife procedures and standards to specific Central Administrative Office related functions.

+ Knowledge of Comunilife policy and procedures, directives, internal and proprietary information.

+ Ability to plan, work and train Comunilife volunteers, interns, temporary workers.

Qualifications

Education and Experience Requirement(s):

+ Bachelors Degree preferred. Minimum Associates Degree in Office Management, Business

+ Administration, Human Resources, IT, Nursing, Accounting, Finance, or a related degree from a two-year college or technical school and one year of non-profit or healthcare work experience and/or training; or equivalent combination of education and experience. Bilingual (Spanish) preferred.

MAY NEED TO WORK EVENING TO SUPPORT BOARD MEETINGS AND EVENTS.

Comunilife is an EEO employer and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.