The Office-Facility Manager will be responsible for a variety of operations activities in support of the Long Island Chapter’s strategic goals. Key responsibilities include all aspects of office management, supporting finance and information systems functions and assisting with buildings & grounds maintenance/management.
The Office-Facility Manager will be responsible for performing administrative tasks to ensure the smooth functioning of the office, coordinating activities with multiple variables and managing timelines to meet deadlines. Activities may include some, or all, of the following: sorting and distributing mail, answering phones and reception duties, organizing and maintaining files, purchasing, maintaining office equipment, and working with vendors. S/he will be responsible for handling meeting logistics, including scheduling, room set-up/take-down, and set-up/trouble-shooting technological needs (presentations, audio-visual, etc.). The Office-Facility Manager may provide administrative assistance to program teams and may provide logistical support and coordination for special events. The Office-Facility Manager may handle inquiries about Long Island program activities and assist in the development of program materials, information packets and correspondence.
The Office-Facility Manager will be responsible for daily/weekly maintenance tasks of the office building and grounds by coordinating with appropriate staff and vendors. Common areas will be monitored, kept clean and orderly, and both indoor plants and outdoor gardens will be watered and managed. In coordination with the Land Steward, s/he will monitor, schedule and coordinate all necessary buildings and grounds maintenance and repairs.
Under the direction of the Information Systems Manager (TISOM), the Office-Facility Manager will act as the office Information Systems “Key User” to perform software, hardware and network trouble-shooting and will be competent in the use of electronic office/communication tools and technology.
The Office-Facility Manager will be responsible for managing the Long Island Volunteer Program, including fielding volunteer opportunity inquiries, volunteer recruitment orientation/training and coordination of volunteer activities.
The Office-Facility Manager will perform Finance administrative tasks, such as cash receipting, petty cash management, preparing and processing expense reports, and monitoring expenditures. The Office-Facility Manager may communicate on behalf of their supervisor with internal and external audiences, including staff, donors, vendors, and businesses.
This description is not intended to be a complete list of all duties and responsibilities required for this job. In addition, there may be expectations to support work outside of the local business unit.
- Perform duties under general supervision and established guidelines;
- Make day-to-day decisions within the scope of work assignments and prioritize work independently;
- Work as part of a team to identify solutions and solve problems to ensure a smoothly functioning office;
- Demonstrate sensitivity in handling confidential information;
- Does not supervise any staff, but may supervise volunteers, interns, or vendors;
- Office/Information technology “Key User”
- Serve as a team member for assigned projects;
- Be willing to travel, work overtime, and work evenings and weekends as needed; and
- Work environment may involve minor physical exertion and/or strain.
MINIMUM QUALIFICATIONS
- Experience in business writing, editing, and proofreading;
- Experience organizing time and managing diverse activities to meet deadlines;
- Experience performing a variety of administrative processes; and
- Experience working and communicating with a wide range of people.
DESIRED QUALIFICATIONS
- Multi-lingual skills and multi-cultural or cross-cultural experiences appreciated.
- Competency with common electronic business communications tools/technology;
- Flexible and experienced managing diverse activities to meet deadlines;
- Familiar with buildings and grounds maintenance practices;
- Excellent customer service skills and focus;
- Experience with MS Office software, Windows and Macintosh environments;
- Some college or higher education; and
- Strong organizational skills, attention to detail and common-sense approach.