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.
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.
- 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.