Office Manager

JOB TITLE: Office Manager JOB TYPE: Full Time DEPARTMENT/PROGRAM: Operations EXEMPTION: Non-exempt REPORTS TO: Chief Operating Officer SUPERVISORY ROLE: Yes SALARY/HOURLY RATE: $60,000 to $65,000/year WEEKLY HOURS: 35 hours ESSENTIAL DUTIES & RESPONSIBILITIES Facilities & Building Systems Management Oversee the effective functioning of all building systems (HVAC, electrical, plumbing, fire alarm, elevator). Independently assess operational needs, determine when external intervention is required, and coordinate with approved vendors or source new ones as necessary. Establish and manage a long-term maintenance schedule, including preventive maintenance, inspections, and regulatory requirements. Develop internal procedures for responding to facilities-related service requests. Review incoming tickets, determine priority level, and direct staff or vendors accordingly. Vendor & Contract Oversight Serve as primary liaison to all facilities-related vendors. Evaluate performance, negotiate service terms, and recommend contract renewals, changes, or replacements. Maintain and oversee the organization's vendor contract management system, ensuring compliance with contract terms and organizational standards. Ensure vendors fulfill obligations and maintain service quality, addressing deficiencies using discretion and independent judgment. Compliance & Safety Management Ensure full compliance with NYC Fire Department and Department of Buildings regulations. Manage permits, maintain compliance documentation, and oversee corrective actions as needed. Lead and represent the organization during inspections by regulatory agencies. Prepare required documentation, coordinate staff participation, and implement follow-up corrective plans. Manage all safety systems in collaboration with IT and external partners. Obtain and maintain the F-07 Certificate of Fitness; oversee monthly fire extinguisher inspections, quarterly fire drills, and related record-keeping. Independently design, update, and implement emergency preparedness plans (e.g., evacuation, active shooter, severe weather). Coordinate and lead staff trainings. Operations Leadership & Internal Systems Development Develop facility-related policies, procedures, and operational protocols; ensure consistent implementation across programs. Oversee snow removal operations, including vendor oversight and internal planning. Create and manage the organizational front-desk coverage system. Use discretion to reassign staff during absences or operational needs. Lead or co-lead facilities meetings and participate in broader operational planning with the COO and Executive Director. Capital Projects & Strategic Support Other executive-level operational tasks as assigned by the COO, Executive Director, or IT Director. Qualifications Education/Degree minimum requirement: Associate degree Years of Experience: minimum of 2 years in an office setting Bilingual Spanish Excellent written and oral communication skills Understanding and knowledge of building systems and utilities Highly organized, good project management skills with previous experience in managing vendors and contractors Proficiency with Microsoft Office tools Ability to work well within a team as well as independently Comfortable climbing a step ladder Open to learning new skills Supervisory experience is a plus Benefits Medical, dental, vision, and life insurance benefits, along with the opportunity to participate in additional voluntary life insurance, disability insurance, and a flexible spending account. 403(b) retirement plan, including employer match and employer non-elective contribution at the employers discretion. 12 holidays, 2 floating holidays, and up to 20 paid vacation days per year. One sick day per month. #J-18808-Ljbffr