Office Manager

This position is the key customer service agent of Momentum and responsible for the day-to-day operations of the 180 person office related to maintenance, mail, facilities, and equipment. The office team - comprised of Office Manager, Office Services Coordinator and Clerk - ensure the office is running smoothly through their proactive approach and resourceful problem solving. Principal Duties and Responsibilities:• Commands a big picture view of work volume and manages the activity and output of direct reports, ensuring coverage is appropriate to meet agency needs.• Develops processes and procedures as applicable to address workflow, operational and quality issues within team.• Allocates appropriate resources based on skill set, timelines and workloads.• Manages vendor relationships (courier service, overnight shipping company, office supply vendor, cleaning company, telephone vendor, vending company). Evaluates potential contractor’s ability to satisfy agency needs. Defines scope of work and negotiates fees. Ensures proper bidding and approvals are secured. • Places service calls on office equipment, elevators, plumbing, HVAC, exterminators, and locksmiths, etc. • Orders and distributes office supplies. Maintains inventory of paper and toner for copiers, printers, and fax machines.• Oversees mail room operations - sorts and distributes overnight packages and mail in a timely manner. Stamps outgoing mail and prepares overnight packages for X:XX pick up• Manages keycard and key access to building, offices, closets, file cabinets, etc.• Oversees office safety, fire safety and evacuation planning and data destruction. Ensures that we have plans in place and that they are communicated to the staff.• Coordinates office closings with vendors and communicates relevant details to the staff. Displays signage as appropriate.• Manages off-site storage inventory – maintaining an up to date log of all items is storage. Oversees retrieval of off site storage.• Contributes to creating a team environment that facilitates: professional development and adherence to agency policy, mutual respect and partnership, quality thinking, open lines of communication.• Provides meaningful review experience for direct report(s).• Coordinates new hire office set up. Provides office tour and information on building security and fire safety. • Coordinates internal office moves (partners with IT on technology component of the move) and furniture requests.Working Relationships:This position will interact with associates across all levels and departments He/She must work collaboratively with all agency services including management. This person must also establish strong, professional relationships with vendors.Required Experience:5+ years previous office or project management experience in a mid size organization required Demonstrated success in project management, meetings deadlines and managing budgetsSolid computer skills - MS Office, Excel. Effective multi-taskerResourceful problem solverSelf StarterCollaborativeCustomer service orientedOther: This position requires working additional hours - potential late nights and weekends. This position will report directly to the NY Managing DirectorEducation: College degree preferred.Apply Online