Office Manager

Administration · Brooklyn, New York
Department Administration
Employment Type Full-Time
Minimum Experience Mid-level
Compensation $58,000-63,000

Brooklyn Legal Services Corporation A (BKA) advances social and economic justice and community empowerment through neighborhood-based legal representation and advocacy. Representing low- and moderate-income individuals and families throughout New York City in rapidly gentrifying neighborhoods, BKA provides high-quality, low-barrier neighborhood-based legal services to individuals, families, non-profits and small business owners who are interested in remaining in their neighborhoods and sustaining vibrant, healthy communities.


Position Summary:

The Office Manager is responsible for workflow and performance of the office to achieve a high level of client service and optimize admin/staff productivity. This is a highly cross-functional role that will oversee all operations of the office and will work closely with the Director of Operations. Duties include a range of administrative and facilities-related tasks. They are expected to take initiative and demonstrate sound judgement and provide support and guidance to all administrative support staff.

 

Key Responsibilities:

  • As the main point of contact for office support, manage day to day office services to include copiers, postage machine, telephones, kitchen and reception areas, ID cards/keys; office supply inventory and IT equipment;
  • Manage the front desk area by greeting visitors and advising the appropriate party of their arrival and answering, routing or otherwise respond to internal and external phone calls.
  • Manage office mail to receive, sort, scan, and distribute official documents and mail addressed to the office, prepare for postage/shipping outgoing mail and courier packages, and manage inventory of shipping supplies and labels (e.g., FedEx and USPS);
  • Manage the third-party office cleaning vendor and ensure reception area, kitchen, conference rooms and all offices are safe, clean, stocked with supplies and presentable daily.
  • Maintain office organization, mail, and mapping systems at all offices.
  • Liaise with office service vendors for printers, mailing machines, telephone systems, etc., to schedule repairs, general maintenance, and inspections;
  • Assist with data entry into client/case database (i.e., entering prescreens, call/walk-in referrals, and closing case records on request by Program and Deputy Directors).
  • Serve as main point of contact to building tenants for facilities requests;
  • Manage office access requests, visitor logs and tracking;
  • Provide coverage for other areas as directed/needed; and
  • Other related duties as required.

 

To be successful in this role, the candidate must have:

  • Minimum of HS Diploma, Associates or Bachelor’s degree preferred;
  • A minimum of 1-3 years administrative and/or receptionist work experience;
  • Must demonstrate a pleasant professional demeanor at all times with the ability to communicate clearly, concisely, and courteously with all clients, guests and staff;
  • Must be able to operate standard office equipment;
  • Ability to use multi-line telephone system;
  • Must have excellent writing and verbal communications skills;
  • Bi-lingual in English/Spanish a plus;
  • Demonstrated proficiency in MS Office software with an emphasis on Excel, Word, and Outlook;
  • Strong organizational skills, with the ability to multi-task with attention to detail;
  • Ability to maintain professional composure during all times in a fast-paced environment;
  • Ability to identify and solve problems independently, with an emphasis on developing proactive approaches while utilizing internal support;
  • Ability to preserve confidentiality of information and work with a minimum of direction; and
  • Commitment to diversity, equity, inclusion and belonging principles and demonstrated ability to interact with client/tenants of different races, ethnicities, ages, and sexual orientations in a multicultural environment.

 

Compensation & Benefits

Annual salary $58,000-63,000 dependent on years of experience. Benefits highlights - 27 days vacation; employer paid health, dental and vision insurance; employer contribution to 401(k); and paid parental leave.

Thank You

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  • Location
    Brooklyn, New York
  • Department
    Administration
  • Employment Type
    Full-Time
  • Minimum Experience
    Mid-level
  • Compensation
    $58,000-63,000