Office Manager

Job Description

Job Description

Job Title: Office Manager
Reports To: Executive Director
Status: Full-Time, Exempt (35 hours per week)
Salary Range: $60,000 – $70,000

Location: 94-33 Corona Ave., Elmhurst, NY 11373

About Us

Neighborhood Housing Services of Queens CDC, Inc. (NHSQ) is a HUD-certified non-profit counseling agency with over 30 years of experience in providing housing and advisory services to the residents of Queens. Our mission is to preserve and revitalize underserved neighborhoods in Queens by empowering individuals and stabilizing communities. We work collaboratively with government agencies and businesses, guided by the needs of local residents. Our target areas include Community Boards 1 through 4, encompassing neighborhoods such as Long Island City, Astoria, Sunnyside, Woodside, Corona, Elmhurst, East Elmhurst, and Jackson Heights.

In 2022, NHSQ made a significant impact by reaching over 8,500 individuals, counseling more than 2,000 clients, and securing approximately $8.6 million in affordable financing for first-time homebuyers. Our comprehensive programs include First-Time Homebuyer education, Homeowner Services, Emergency Home Repairs, Workforce Development, Affordable Housing & Tenant Services, Financial Capability, and Energy Efficiency & Resiliency.

Position Summary

The Office Manager is a cornerstone role at NHSQ, responsible for ensuring the day-to-day operations of the La Casita office and community space run efficiently, safely, and in a manner that reflects the organization’s mission. This position balances facilities stewardship, administrative operations, event and community coordination, and executive support. The ideal candidate is highly organized, proactive, and comfortable wearing many hats in a fast-paced nonprofit environment. The role requires strong administrative instincts, genuine community orientation, and the ability to coordinate multiple moving parts while maintaining a welcoming, professional environment for staff, clients, and partners.

Key Responsibilities

1. Office Leadership, Vendor & Administrative Management

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

2. Facilities Management, Safety & Building Oversight

• Oversee the upkeep and functionality of the La Casita property and all NHSQ office spaces.
• Coordinate routine maintenance, inspections, and preventative care for HVAC, electrical, plumbing, security, and janitorial operations.
• Conduct weekly property walk-throughs and maintain corrective action logs.
• Track maintenance requests, vendor visits, facility issues, and repair records.
• Support property improvement projects including upgrades, renovations, and compliance-driven updates.
• Develop working familiarity with facilities management best practices and participate in relevant training.

3. Compliance & Risk Management

• Maintain organizational compliance with OSHA, FDNY, DOB, DOH, and other applicable local safety standards.
• Coordinate regular safety inspections, fire drills, and emergency preparedness activities.
• Maintain records for incident reports, insurance documentation, and facility risk assessments.
• Ensure staff follow workplace safety protocols and support annual compliance training.
• Ensure all event and meeting spaces meet capacity, safety, and accessibility requirements at all times.

4. Event & Community Space Coordination

• Respond to inquiries for event rentals, manage the booking calendar, and conduct site tours for prospective clients.
• Lead full-cycle event coordination for both internal organizational events and community-facing programs, including room layout and setup, vendor and catering coordination, contracts and rental documentation, AV setup and technology needs, and day-of-event support and breakdown.
• Maintain inventory of event supplies and track usage across all events.
• Ensure clients and community members receive excellent, mission-consistent customer service.
• Support NHSQ’s ability to turn around events quickly, including short-notice coordination for elected officials, nonprofit partners, and community stakeholders.

5. Technology Coordination

• Serve as the internal liaison to IT vendors for equipment troubleshooting, software installations, and system upgrades.
• Monitor printers, phones, Wi-Fi networks, and staff workstations for functionality and escalate issues as needed.
• Support new hire onboarding by coordinating workspace setup, equipment distribution, and technology access.

6. Administrative Support

• Maintain an organized filing system for digital and physical documents.
• Prepare letters, memos, meeting minutes, reports, and presentations as needed.
• 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 required (transportation, lodging, schedules).
• Manage general organizational inboxes and route messages to appropriate team members.

7. HR Administrative Support

• Assist with new hire onboarding logistics including workspace setup, keys, and equipment.
• Maintain office-related HR records such as equipment assignment logs and seating charts.
• Track attendance sheets and office-related compliance documentation.
• Assist with staff training coordination, HR notice distribution, and compliance tasks.

8. Finance & Administrative Accounting Support

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

Qualifications

Required

• 3+ years of experience in office management, administrative operations, facilities coordination, or a related field — nonprofit experience a plus.
• Demonstrated ability to manage vendors, coordinate events, and maintain compliance with safety and operational standards.
• Strong administrative skills: filing, scheduling, documentation, data entry, and professional communication.
• Genuine community orientation — comfort working in and with a nonprofit, mission-driven environment.
• Excellent organizational skills and the ability to manage competing priorities with calm and efficiency.
• Proficiency in Microsoft Office, Google Workspace, and basic accounting or booking software.
• Flexibility to work evenings and weekends for special events and community programs.
• Demonstrates flexibility and collaboration as a team player , willing to step in where needed, adapt to changing priorities, and support organizational goals in a dynamic nonprofit environment.

Preferred

• Experience working in a nonprofit, community-based, or social services organization.
• Familiarity with building compliance requirements (FDNY, DOB, DOH, OSHA) or willingness to learn.
• Bilingual (English/Spanish) strongly preferred given NHSQ’s service population.
• Valid driver’s license and access to a personal vehicle.

Schedule & Work Conditions

• Monday to Friday, 9:00 a.m. – 5:00 p.m.; occasional evenings and weekends required for workshops and events.
• On-site presence at La Casita (94-33 Corona Ave., Elmhurst, NY) required; this is a fully in-person role.
• 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.