Administrative & Office Operations Coordinator

Seamen; New York (NY); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Training & Career Development

Paid Holidays

Medical Insurance

Life Insurance

Commuter Benefits

Employee Discounts

Employee Assistance Program

Internship & Referral Programs

Job summary

Seamen’s Society for Children and Families is seeking an Office Associate to provide essential administrative support across the Administrative Services Department and other agency areas. You will manage supplies, purchasing records, mail, meetings, travel, and events to ensure efficient operations.

The role requires an associate degree (bachelor’s preferred) and 1+ year of relevant experience. Strong MS Office skills, organization, and discretion are essential; occasional travel between

Qualifications

• Associate degree required; bachelor's degree preferred.
• At least 1 year of administrative/clerical or related experience.
• Experience with office supply procurement and purchasing records preferred.
• Notary Public certification preferred.
• Ability to work Mon–Fri, 9:00–4:45; travel between Staten Island and Brooklyn as needed.
• Ability to lift up to 20 pounds.

Responsibilities

• Order and stock approved office supplies; maintain organized supply room.
• Inventory and coordinate printer ink/toner; arrange service with vendor.
• Prepare supply packages for new hires and current staff.
• Assist with purchase orders, approvals, and records.
• Track open orders, deliveries, and receipts; document accordingly.
• Match receipts to AmEx charges; assist finance with monthly billing.
• Track office equipment and assist with inventories.
• Coordinate hotel and travel arrangements; maintain records.
• Organize mail distribution; handle deliveries to Brooklyn.
• Maintain postage machine and organize mailing supplies.
• Reserve meeting rooms; arrange IT support and setup.
• Order meals for meetings and events as needed.
• Assist with internal announcements, staff lists, trackers, reports.
• Support toy room, donation, and event supply organization.
• Participate in agency emergency call list; welcome visitors on 4th floor.
• Occasional coverage for phones, switchboard, reception, or other duties.
• Assist with special projects as requested.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Attention to detail

Teamwork

Discretion

Confidentiality

Microsoft Office

Outlook

Word

Excel

Teams

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Outlook

Word

Excel

Teams

Job description

Seamen’s Society for Children and Families is seeking an Office Associate to provide essential administrative support across the Administrative Services Department and other agency areas. You will manage supplies, purchasing records, mail, meetings, travel, and events to ensure efficient operations.

The role requires an associate degree (bachelor’s preferred) and 1+ year of relevant experience. Strong MS Office skills, organization, and discretion are essential; occasional travel between