Office Manager

Requisition #:


7452TEF

# of openings:


1

Employment Type:


Full time

Position Status:


Permanent

Category:


Non-Bargaining

Workplace Arrangement:


Hybrid

Fund:


1199SEIU Training and Employment Funds

Job Classification:


Exempt

Responsibilities
• Oversee daily office operations across multiple organizational sites in New York (Manhattan, Bronx, Brooklyn, Staten Island, White Plains, Hicksville) and provide operational support to regional offices in Massachusetts, Florida, Maryland/DC, and Upstate New York.
• Manages a team of full-time, in-office Site Coordinators and serves as the primary liaison with internal departments (HR, IT, Facilities, Strategic Support, TEF Divisions, Leadership) and external stakeholders, including landlords, building management, vendors, and security.
• Ensures operational readiness, efficient space utilization, regulatory compliance, and consistent front desk and member service operations in a fast-paced, compliance-driven environment.
• Oversee day-to-day operations of all TEF locations to ensure safe, clean, and functional work environments.
Liaise with the central facilities team (SSD) to manage space planning, seating assignments, office moves, renovations, and relocation or construction planning.
• Supervise, train, coach, and evaluate Site Coordinators; conduct hiring and performance management activities.
Ensure consistent front desk and member service standards at NYC satellite sites, including front desk management, general intake assistance, and escalation.
• Coordinate onboarding and offboarding logistics including seating, equipment, supplies, systems access, and licenses.
• Manage inventory, ordering, and distribution of office supplies and equipment; oversee vendor relationships.
Serve as liaison with central IT and Facilities regarding infrastructure, telephony, conference room technology, and systems support.
• Coordinate classroom and conference room reservations, setup, and breakdown.
• Ensure compliance with HIPAA, OSHA, and organizational policies and procedures.
• Coordinate office maintenance, cleaning, security notifications, and building management communications.
• Support planning and execution of organizational events, including logistics, materials, and on-site setup.
• Maintain office SOPs, filing systems, and recommend process improvements.
• Perform special projects and additional duties as assigned by management.

Qualifications
• Bachelor's degree in Business Administration or related field required
• Minimum five (5) years' of experience in office, facilities, or administrative management and two (2) years of supervisory experience required.
• Experience supporting multiple office locations.
• Advanced knowledge of HIPAA guidelines and office safety standards preferred.
• Strong written and verbal communication, organizational, and problem-solving skills.
• Proficiency in Microsoft Office (Outlook, Zoom, Word, Excel, PowerPoint, Teams).
• High level of professionalism, discretion, and ability to manage confidential information.
• This position may require monthly travel to satellite locations in Brooklyn, the Bronx, SI, White Plains, and/or Hicksville, LI; travel to regional locations in Boston, Upstate NY, and/or MD/DC may also be required
• Evening and Saturday shifts may be required.