Office Manager

Office Manager

The Office Manager is the single point of accountability for the day-to-day operation of Heartshare's central office at 330 Jay Street. The role designs, documents, maintains, and enforces the systems that keep the floor running; owns the physical environment and shared spaces end to end; supervises the Central Operations Coordinator and front desk coverage; and serves as the first point of contact for the operational needs of the office. The position exists to make central-office operations self-sustaining, so that issues are anticipated and resolved on the floor rather than escalated to leadership.

Primary Responsibilities and Essential Functions of Position:

Floor and facilities ownership

• Own the day-to-day condition and functioning of the 330 Jay Street floor end to end
• Maintain cleanliness and readiness of shared spaces (cafe, kitchen, training and conference rooms, restrooms, etc.)
• Proactively identify and resolve facility issues (stocking, repairs, cleaning) before they are escalated
• Ensure vending and cafe supplies are stocked and equipment is functioning

Systems and process

• Design, document, communicate, stress-test, and maintain standard operating procedures for office functions (mail and package flow, seating and floor map, room booking, supply ordering, vendor scheduling, etc.)
• Sustain adherence to those systems, redirecting staff to the correct process
• Maintain the floor map and seating plan in partnership with the Coordinator

Vendor and resource management

• Manage vendor relationships and schedules (cleaning, junk removal, locksmith, repairs, equipment) and hold them accountable
• Maintain inventory and oversee distribution of supplies and equipment

Supervision and front desk

• Supervise the Central Operations Coordinator and front desk coverage; set clear expectations, hold the team accountable, and coach for increased autonomy
• Oversee reception and the visitor-management system; maintain the no-unannounced-visitor policy and accurate visitor information for security
• Provide front desk coverage when scheduled reception staff are out

Project coordination and point of contact

• Lead or coordinate office projects (office upgrade phases, space reconfiguration, lactation room conversion, etc.) with clear timelines and end dates
• Serve as the central operational point of contact; triage and route requests so they do not default to senior leadership
• Partner with Employee Engagement team to plan and run the 330 Jay Street event calendar: sit down together to plan the calendar, set dates, book the space, and coordinate food, with Coordinator support. Split the on-floor event slate. Propose activities, survey the floor, and hold Teams floor meetings to improve on-floor engagement

Finance and on-site administration

• Manage on-site petty cash for 330 Jay Street: disbursements, reimbursements, and the records the COO reviews, including the HR share of petty cash held on site
• Process and submit 330 Jay Street office invoices through KissFlow (parking garage, building maintenance, and recurring office costs, etc.)

Special projects and other duties as assigned within the scope of the role.

Qualifications

Qualifications, Knowledge, Skills, and Abilities:

• HS Diploma or equivalent Required ; Associate or Bachelor degree in business administration, operations, or a related field Preferred
• Physical Demands and Travel Requirements:
• Occasionally moves about inside an office
• Occasionally moves office equipment weighing up to 25 pounds
• May occasionally travel to program sites and for agency events
• Three or more years in office management, facilities, or operations coordination, preferably in a nonprofit or multi-program environment; supervisory experience preferred.
• Systems thinking and process design; able to build, document, and sustain standard operating procedures
• Proactive problem-spotting; identifies and resolves issues without being prompted
• Strong organizational and project-management skills
• Vendor management; able to hold vendors accountable to scope and service levels
• Supervisory and coaching ability
• Clear written and verbal communication
• Proficiency with Microsoft Office Suite, scheduling systems, and visitor-management platforms (for example, Envoy)
• Discretion, professionalism, and sound judgment

Benefits

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

• Rewarding work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee appreciation programs and events.
• Tuition assistance program.
• Professional development opportunities.
• Wellhub discount
• Verizon Wireless discount.
• BJs membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more.

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to View email address on click.appcast.io.

About Heartshare

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.