Office Manager

Job Description

Job DescriptionDescription:

JOB TITLE: Office Manager

JOB TYPE: Full Time

DEPARTMENT/PROGRAM: Operations

EXEMPTION: Non-exempt

REPORTS TO: COO

SUPERVISORY ROLE: Yes

SALARY/HOURLY RATE: $60,000 to $65,000/year

WEEKLY HOURS: 35

WHO WE ARE
Center for Family Life in Sunset Park (CFL) (https://centerforfamilylife.org ), is a nationally recognized social service organization. CFL's mission is to promote positive outcomes for children and adults in Sunset Park, Brooklyn by providing a comprehensive range of neighborhood-based family and social services.

POSITION SUMMARY/PURPOSE OF THE POSITION

The Office Manager is a key member of the Operations team and is responsible for the day-to-day running of our main building, including ensuring that all building systems (e.g. HVAC, electric, plumbing, and elevator) are operational, and resolving all facilities-related tickets by coordinating with the appropriate vendors as needed. The Office Manager is also responsible for supervising our cleaning service; for managing supplies, packages, and mail; for overseeing all safety and security processes and systems; and for lending support to the COO in the implementation of capital projects, among other duties.

I.ESSENTIAL DUTIES & RESPONSIBILITIES, but not limited to:

Facilities & Building Systems Management

• Oversee the effective functioning of all building systems (HVAC, electrical, plumbing, fire alarm, elevator). Independently assess operational needs, determine when external intervention is required, and coordinate with approved vendors or source new ones as necessary.
• Establish and manage a long-term maintenance schedule, including preventive maintenance, inspections, and regulatory requirements.
• Develop internal procedures for responding to facilities-related service requests. Review incoming tickets, determine priority level, and direct staff or vendors accordingly.

Vendor & Contract Oversight

• Serve as primary liaison to all facilities-related vendors. Evaluate performance, negotiate service terms, and recommend contract renewals, changes, or replacements.
• Maintain and oversee the organization’s vendor contract management system, ensuring compliance with contract terms and organizational standards.
• Ensure vendors fulfill obligations and maintain service quality, addressing deficiencies using discretion and independent judgment.

Compliance & Safety Management

• Ensure full compliance with NYC Fire Department and Department of Buildings regulations. Manage permits, maintain compliance documentation, and oversee corrective actions as needed.
• Lead and represent the organization during inspections by regulatory agencies. Prepare required documentation, coordinate staff participation, and implement follow-up corrective plans.
• Manage all safety systems in collaboration with IT and external partners.
• Obtain and maintain the F-07 Certificate of Fitness; oversee monthly fire extinguisher inspections, quarterly fire drills, and related record-keeping.
• Independently design, update, and implement emergency preparedness plans (e.g., evacuation, active shooter, severe weather). Coordinate and lead staff trainings.

Operations Leadership & Internal Systems Development

• Develop facility-related policies, procedures, and operational protocols; ensure consistent implementation across programs.
• Oversee snow removal operations, including vendor oversight and internal planning.
• Create and manage the organizational front-desk coverage system. Use discretion to reassign staff during absences or operational needs.
• Lead or co-lead facilities meetings and participate in broader operational planning with the COO and Executive Director.

Capital Projects & Strategic Support

• Provide operational leadership during capital improvements. Collaborate with senior leadership to plan scope, coordinate contractors, monitor progress, and ensure compliance with organizational and regulatory requirements.

Oversight of Facility Resources & Logistics

• Manage systems for tracking and securing keys, tools, and facility equipment.
• Oversee the inventory and procurement of office and cleaning supplies, ensuring cost-effective purchasing aligned with departmental budgets.
• Oversee mail distribution systems, including the logistical coordination of materials sent between sites and partner schools.

Staff Supervision & Support

• Provide supervision to cleaning staff and oversight of third-party cleaning services, including performance monitoring, assignment of duties, and quality control.
• Support the Family Enrichment Center and other programs with facilities-related operational guidance.

Emergency Response & After-Hours Responsibilities

• Serve as a designated emergency contact for facility issues occurring outside regular hours. Exercise discretion in determining emergency responses and required staffing or vendor interventions.
• Represent the organization in interactions with neighbors and the community regarding building and facility concerns.

Additional Responsibilities

• Other executive-level operational tasks as assigned by the COO, Executive Director, or IT Director.

II. QUALIFICATIONS

· Education/Degree minimum requirement: Associate degree

· Years of Experience: minimum of 2 years in an office setting

· Excellent written and oral communication skills

· Understanding and knowledge of building systems and utilities

· Highly organized, good project management skills with previous experience in managing vendors and contractors

· Proficiency with Microsoft Office tools

· Ability to work well within a team as well as independently

· Comfortable climbing a step ladder

· Open to learning new skills

· Bilingual Spanish; Mandarin is a plus

· Supervisory experience is a plus

III. RELATIONSHIP WITH OTHERS

· Build and maintain close, daily interactions with colleagues, CFL leadership, and clients.

· Have a strong sensitivity to cultural differences present among staff and clients within our organization.

· Possess a strong belief in people’s ability to grow and change.

IV. WORKING CONDITIONS

· Work is primarily in an office setting with shared spaces

· Significant time is spent at a desk using a computer

· Some manual labor and lifting of heavy objects

· Regular travel to our Family Enrichment Center and occasional travel to a storage facility, both in the neighborhood

· Infrequent travel to partner schools

· Fast-paced, high-energy, and highly collaborative environment

· May be called to assist with building-related emergencies outside traditional office hours

V. BENEFITS

· Medical, dental, vision, and life insurance benefits, along with the opportunity to participate in additional voluntary life insurance, disability insurance, and a flexible spending account.

· 403(b) retirement plan, including employer match and employer non-elective contribution at the employer’s discretion.

· 12 holidays, 2 floating holidays, and up to 20 paid vacation days per year. One sick day per month.

WORK SCHEDULE

This is a Full-Time onsite position at 35 hours per week.

NYC Equal Employment Opportunity Statement

It is the Agency’s policy to provide equal employment opportunity for all applicants and employees. Center for Family Life in Sunset Park does not unlawfully discriminate on the basis of actual or perceived race, sexual and reproductive health decisions, height and weight, color, religion, religious creed, sex, sexual and reproductive health decisions, gender, gender identity, gender expression and sex stereotyping, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information, family care or medical leave status, military caregiver status, military status, veteran status, marital status, domestic partner status, sexual orientation, status as a victim of domestic violence, sexual assault or stalking, enrollment in a public assistance program, engaging in protected communications regarding employee wages, requesting a reasonable accommodation on the basis of disability or bona fide religious belief or practice, or any other basis protected by local, state, or federal laws. Consistent with the law, CFLSP also makes reasonable accommodations for disabled applicants and employees; for pregnant employees who request an accommodation with the advice of their health care providers, for pregnancy, childbirth, or related medical conditions; for employees who are victims of domestic violence, sexual assault, or stalking; and for applicants and employees based on their religious beliefs and practices.

Requirements: