Office Manager

Office Manager - New York, United States

I. Job Summary:

The Office Manager ensures that the New York Office is well-maintained, organized, and secure; serves as a point of contact and link between employees, internal departments, and external parties, including vendors; and handles clerical and administrative duties, analyzing and improving office processes and procedures, ensuring that the office operates smoothly.

The Office Manager:

• Purpose: Delivers a range of services understanding the internal processes, following the procedures, suggesting improvements, ensuring high quality of these services and internal clients’ satisfaction.
• Engagement: Engages with internal clients to attend to their needs and expectations. Externally, engages with venders and visitors representing and maintaining a positive image for the organization. Coordinate and actively engage with building management to access and maintenance pertaining to the office space
• Delivery: Sustain an ongoing relationship with the internal clients to meet their expectations providing services and products on time and consistently.

II. Essential job functions:

1. Maintains office services by:

• Managing the relationship with the building administration to ensure the high quality of services.
• Controlling correspondence.
• Operating the phone system making sure phone messages are accurately recorded & distributed.
• Answering general enquiries received by phone, fax, or email.
• Meeting and greeting guests and walk-ins.
• Handling the office mail distribution; helping with outgoing express packages and mailings.
• Coordinating meeting rooms capacity, scheduling meetings, and providing support when necessary (meeting rooms equipment).
• Organizing and managing the storage closet and kitchen.
• Ensuring maintenance of the office furniture including desks, chairs, cabinets, etc.
• Overseeing the office space, keeping all postings and equipment up to code.
• Assisting headquarter staff with their office needs including use of the telephones, computers, and printers.
• Receiving incoming supplier invoices and organizing these for the finance department.
• Regularly updating the headquarters (HQ) Security Protocols.
• Anticipating & planning for additional coverage of Action Against Hunger -USA’s office reception area.

2. HQ administrative support:

• Organizes visas for HQ staff.
• Maintains database of general contact information for HQ and field employees.
• Obtains updated contact lists from other Action Against Hunger HQs & shares these with the New York office.
• Prepares new employee’s desk and provides office materials.
• Provides office orientation for new staff.

3. Office Procurement:

• Estimates and establishes cost parameters and budgets for office purchases.
• Maintains records of purchases, pricing, and other important data.
• Reviews and analyzes all vendors/suppliers, supply, and price options.
• Develops plans for purchasing equipment, services, and supplies.
• Negotiates the best deals for pricing and supply contracts.
• Ensures that the products and supplies are high quality.
• Maintains and updates a list of suppliers and their qualifications, delivery times, and potential future development.

4. HQ Procurement (General Finance Administration):

• Assists the Finance Team settling invoices and contracts for consultants at the HQ level, helping to disseminate policies and procedures among the teams.
• Works with team members and the Finance, IT and Administration to complete duties as needed.

5. HQ staff travel:

• Collaborates with the DC Office Manager to manage the travel management system (Concur) and relationship with travel management company (Gordian Travel).
• Serves as the admin for the travel management system (Concur)
• Books travel for HQ staff & assists with changes to their travel bookings.
• Tracks & reports on the difference in HQ tickets costs (advance purchase vs last minute fares).
• Tracks & reports on all changes made on HQ flight tickets (including change fees, additional ticket costs, refunds, extra luggage fees, cancellation fees, unused tickets);
• Books accommodations for AAH employees and visitors who come to attend meetings or workshops in NY.

III. Supervisory Responsibilities

• None

IV. Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

V. Working Conditions

• The duties of the job require regular job attendance at least five days per week.
• Must be available to work outside normal office hours or on the weekends as required by contact with the missions, mission security, or other obligations.

VI. Gender Equality Commitments

• Foster an environment that reinforces values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status.

VII. Required Qualifications

• A bachelor’s degree is required.

VIII. Required Skills & Experience

• Experience working in a customer service role, responding to staff and clients from a wide range of cultures and professional backgrounds.
• Expert user of MS Office 365 Suite and Adobe Pro. Comfortable working with computers with minimal IT support and needed.
• Ability to take initiative and prioritize multiple tasks with minimal supervision.
• Experience working in an environment which requires a high level of flexibility.
• Strong organizational skills and demonstrable attention to detail. Experience managing multi- faceted projects.
• Genuine interest in and commitment to the humanitarian principles of Action Against Hunger.
• Excellent interpersonal skills, ability to work both independently and as a member of a team.
• Fluent written and spoken English.
• Experience performing activities related to Logistics is a plus.
• Knowledge of French or Spanish preferred.
• Must be authorized to work in the US if not a US citizen.