The Office-Facility Manager is responsible for a variety of administrative and operations activities which support the strategic goals and ensure the organizational effectiveness, efficiency and smooth function of the Long Island Chapter office located at the Center for Conservations office in East Hampton. Key responsibilities include all aspects of office management, supporting finance and information systems functions and assisting with buildings & grounds management.
The Office Manager is responsible for the day-to-day central office functions, coordinating activities with multiple variables and managing timelines to meet deadlines. S/he will perform some Finance, Human Resource and Information Systems administrative tasks and will coordinate and assist with buildings & grounds maintenance management. The Office Manager works with other staff to provide services in support of TNC’s projects and programs. Make decisions within the scope of work assignments and prioritize work independently.
Duties may include:
- Front desk- act as the face of Long Island Chapter, interacting with staff, members, visitors, donors, service providers and trustees, answer phones and mailroom operations (pick-up, delivery & distribution)
- Purchasing- office supplies and equipment, lease and maintenance of office equipment, negotiate with vendors
- Meetings- coordinate meeting space usage and logistics, including scheduling, room set-up/take-down, and set-up/trouble-shooting technological needs (presentations, audio-visual, etc.)
- Finance administrative tasks- cash receipting, petty cash management, preparing and processing expense reports, budget development and monitoring expenditures.
- Human Resource administrative tasks- time card coordinator, assist with recruiting (review applicants, schedule interviews) and new employee orientation/on-boarding:
- Information Systems (IS) administrative tasks- under the direction of the Information Systems Manager (TISOM), act as the office IS “Key User” to perform software, hardware and network trouble-shooting and will be competent in the use of electronic office/communication tools and technology
- Buildings & Grounds maintenance/management responsibilities- CFC common areas will be monitored and kept tidy, clean, and orderly. Indoor plants will be watered weekly and outdoor garden area will be watered and managed as needed; in coordination with the Land Steward, monitor, schedule, coordinate and contract all necessary buildings and grounds maintenance and repairs and process all related paperwork.
- Volunteer Program administration, including fielding volunteer opportunity inquiries, volunteer recruitment orientation/training and coordination of volunteer activities;
- May provide administrative assistance to program teams and may provide logistical support and coordination for special events.
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
RESPONSIBILITIES AND SCOPE
- 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;
- Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking
- 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;
- Willingness to travel, work overtime, and work evenings and weekends as needed; and
- Work environment may involve minor physical exertion and/or strain.
- Experience in business writing, editing, and proofreading;
- Experience using MS Office programs and Windows operating environment
- 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
- Competency with common electronic business communications tools/technology;
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
- Flexible and experienced managing diverse activities to meet deadlines;
- Strong time management, organizational and administrative skills and attention to detail.
- 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.
The Nature Conservancy offers competitive compensation, 401k or savings-plan matching for eligible employees, excellent benefits, flexible work policies and a collaborative work environment. We also provide professional development opportunities and promote from within. As a result, you will find a culture that supports and inspires conservation achievement and personal development, both within the workplace and beyond.