Office/Property Manager(Spanish Required) - Corona / Queens,NY

Job Description

Job Description

Position Summary

The Office Manager plays a central role in ensuring NHSQ’s office operations, event coordination, and property management functions run smoothly and safely. This position is heavily focused on vendor management , event planning & logistics , compliance , and property oversight . The Office Manager ensures that NHSQ facilities are well-maintained, OSHA-aligned, fully operational, and always representative of a professional and welcoming community-based organization.

Key Responsibilities

1. Office Leadership, Vendor & Administrative Management

• Serve as the primary point of contact for all office operations.
• Manage all vendor relationships (maintenance, IT, cleaning, security, office supplies).
• Monitor service contracts, negotiate renewals, and ensure high-quality, timely service delivery.
• Oversee office supplies, procurement, inventory, and equipment maintenance.
• Manage reception duties including calls, mail, deliveries, and general inquiries.
• Support executive-level tasks such as scheduling, document preparation, and internal meeting coordination.

2. Property Management, Safety & Facility Oversight

• Support the upkeep and functionality of the Casita property and other NHSQ spaces.
• Coordinate routine maintenance, inspections, and preventative care for HVAC, electrical, plumbing, security, and janitorial operations.
• Conduct weekly property inspections and track corrective actions.
• Maintain logs for maintenance, facility issues, vendor visits, and repairs.
• Assist with property-related projects such as upgrades, renovations, capital improvements, and compliance-based updates.
• Grow expertise in property management and participate in training as recommended.

3. OSHA, Compliance, and Risk Management

• Maintain organizational compliance with OSHA, FDNY, DOB, DOH, and other local safety standards.
• Conduct or coordinate regular safety inspections , fire drills, and emergency preparedness checks.
• Maintain records for incident reports, insurance documentation, and facility-related risk assessments.
• Ensure staff follow workplace safety protocols and support annual compliance trainings.
• Ensure all event spaces meet capacity, safety, and accessibility requirements.

4. Event Space Coordination & Client Relations

• Respond to inquiries for event rentals, manage booking calendars, and conduct site tours.
• Lead full-cycle event coordination including:
• layout and room setup
• vendor and catering coordination
• contracts and rental documentation
• AV setup and technology needs
• day-of event support and breakdown
• Ensure all spaces are restored to original condition and clients receive excellent customer service.
• Maintain inventory of event supplies and track all usage.

5. Technology Coordination

• Serve as liaison to IT vendors for equipment troubleshooting, software installations, and system upgrades.
• Monitor printers, phones, Wi-Fi, and staff workstations for functionality.
• Support onboarding of new hires by coordinating workspace setup and equipment distribution.

6. Administrative Assistant Responsibilities

• Maintain an organized filing system for digital and physical documents.
• Prepare letters, memos, meeting minutes, and reports as needed.
• Assist with scanning, copying, printing, and formatting documents.
• Schedule appointments, reserve meeting rooms, and assist with calendar management for staff.
• Support data entry, tracking logs, and updating internal spreadsheets.
• Coordinate travel arrangements for staff when needed (transportation, lodging, schedules).
• Assist with preparing presentations, agendas, and handouts for meetings and workshops.
• Help manage general organizational inboxes and delegate messages to appropriate staff.

7. HR Administrative Support

• Assist HR with onboarding tasks (workspace setup, keys, equipment, orientation support).
• Maintain office-related HR records such as equipment assignment logs and seating charts.
• Track attendance sheets for office-related components
• Assist with staff trainings, compliance tasks, and distributing HR notices.

8. Finance & Administrative Accounting Support

• Process office and facility-related invoices, receipts, and payment requests
• Assist with data entry into financial systems and organized financial documentation.
• Track petty cash, reimbursements, and procurement logs.
• Help prepare vendor packets, W-9s, purchase orders, and contract files.
• Collaborate with Finance to reconcile office or property expenses monthly.

Qualifications

• 3+ years of experience in office management, administrative support, HR/operations, or property/facility coordination.
• Experience managing vendors, coordinating events, and supporting compliance and safety standards.
• Strong administrative skills: filing, scheduling, documentation, data entry, and communication.
• Excellent organizational and customer service skills.
• Proficiency in Microsoft Office, Google Workspace, and basic accounting or booking software.
• Ability to multitask and manage deadlines in a fast-paced nonprofit environment.
• Flexibility to work evenings/weekends for special events.
• Queens Preferred.

Schedule & Work Conditions

· Monday to Friday, 9:00 a.m. – 5:00 p.m; occasional evenings and weekends required for workshops and events

· Local travel may be required; occasional out-of-area travel possible

Benefits

Comprehensive benefits package including Health, Dental, Paid Time Off (PTO), and additional fringe benefits.​