Office Manager

About the role

The Office Manager is the single point of accountability for the day-to-day operation of Heartshare's central office at 330 Jay Street. The role designs, documents, maintains, and enforces the systems that keep the floor running; owns the physical environment and shared spaces end to end; supervises the Central Operations Coordinator and front desk coverage; and serves as the first point of contact for the operational needs of the office.

Primary Responsibilities And Essential Functions Of Position

• Floor and facilities ownership
• Maintain cleanliness and readiness of shared spaces (cafe, kitchen, training and conference rooms, restrooms, etc.)
• Proactively identify and resolve facility issues (stocking, repairs, cleaning) before they are escalated
• Maintain the floor map and seating plan in partnership with the Coordinator
• Manage vendor relationships and schedules (cleaning, junk removal, locksmith, repairs, equipment)
• Supervise the Central Operations Coordinator and front desk coverage; set clear expectations, hold the team accountable, and coach for increased autonomy
• Oversee reception and the visitor-management system; maintain the no-unannounced-visitor policy and accurate visitor information for security
• Lead or coordinate office projects (office upgrade phases, space reconfiguration, lactation room conversion, etc.) with clear timelines and end dates
• Serve as the central operational point of contact; triage and route requests so they do not default to senior leadership
• Partner with Employee Engagement team to plan and run the 330 Jay Street event calendar: sit down together to plan the calendar, set dates, book the space, and coordinate food, with Coordinator support. Split the on-floor event slate.
• Propose activities, survey the floor, and hold Teams floor meetings to improve on-floor engagement
• Finance and on-site administration
• Manage on-site petty cash for 330 Jay Street: disbursements, reimbursements, and the records the COO reviews, including the HR share of petty cash held on site
• Process and submit 330 Jay Street office invoices through KissFlow (parking garage, building maintenance, and recurring office costs, etc.)
• Special projects and other duties as assigned within the scope of the role.

Qualifications

• HS Diploma or equivalent
• Associate or Bachelor degree in business administration, operations, or a related field
• Three or more years in office management, facilities, or operations coordination, preferably in a nonprofit or multi-program environment; supervisory experience preferred.
• Systems thinking and process design; able to build, document, and sustain standard operating procedures
• Proactive problem-spotting; identifies and resolves issues without being prompted
• Strong organizational and project-management skills
• Vendor management; able to hold vendors accountable to scope and service levels
• Supervisory and coaching ability
• Clear written and verbal communication
• Proficiency with Microsoft Office Suite, scheduling systems, and visitor-management platforms (for example, Envoy)

Physical Demands and Travel Requirements

• Occasionally moves about inside an office
• Occasionally moves office equipment weighing up to 25 pounds
• May occasionally travel to program sites and for agency events

Benefits

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

• Rewarding work in a team environment
• Paid vacation, sick, personal days, and holidays
• 403(B) retirement plans with employer contribution
• Health, dental, vision and life insurance
• Employee Assistance Program (EAP)
• Flexible spending account (Dependent Care, Medical, Parking, and Transit)
• Employee appreciation programs and events
• Tuition assistance program
• Professional development opportunities
• Wellhub discount
• Verizon Wireless discount
• BJs membership discount
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

About Heartshare

Who WE ARE: For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.