Facilities & Office Operations Manager

Heartshare; New York (NY); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health, dental, vision and life保险

403(B) retirement plans with employer

Paid vacation, sick, personal days, иH

Job summary

HeartShare seeks an Office Manager to own the day-to-day operation of its central office at 330 Jay Street, designing and enforcing systems to keep the floor running and supervising the Central Operations Coordinator and front desk coverage.

The role focuses on self-sustaining operations, proactive issue-spotting, and coordinating vendors, space planning, events, and on-site administration to support leadership and program delivery.

Qualifications

• HS Diploma or equivalent required; Associate or Bachelor degree preferred
• Three or more years in office management, facilities, or operations coordination (nonprofit or multi-program environment preferred)
• Systems thinking and process design; ability to build, document, and sustain standard operating procedures
• Proactive problem-spotting; identifies and resolves issues without prompting
• Strong organizational and project-management skills
• Vendor management; ability to hold vendors accountable to scope and service levels
• Supervisory and coaching ability
• Clear written and verbal communication
• Proficiency with Microsoft Office Suite, scheduling systems, and visitor-management platforms (Envoy)

Responsibilities

• Own the day-to-day condition and functioning of the 330 Jay Street floor end to end
• Maintain cleanliness and readiness of shared spaces (cafe, kitchen, training and conference rooms, restrooms, etc.)
• Proactively identify and resolve facility issues before escalation
• Ensure vending and cafe supplies are stocked and equipment is functioning
• Design, document, communicate, stress-test, and maintain standard operating procedures for office functions
• Sustain adherence to systems and redirect staff to the correct process
• Maintain floor map and seating plan in partnership with the Coordinator
• Manage vendor relationships and schedules and hold them accountable
• Maintain inventory and oversee distribution of supplies and equipment
• Supervise the Central Operations Coordinator and front desk coverage; set expectations and coach for autonomy
• Oversee reception and visitor-management system; enforce no-unannounced-visitor policy
• Provide front desk coverage when needed
• Lead or coordinate office projects with clear timelines
• Serve as central operational point of contact to triage requests
• Plan and run the 330 Jay Street event calendar with Coordinator support
• Manage on-site petty cash and process invoices through KissFlow

Skills

Systems thinking

Problem-solving

Organization & PM

Vendor management

Supervisory skills

Communication skills

Microsoft Office Suite

Envoy visitor management

Education

HS Diploma or equivalent

Associate or Bachelor degree in business administration

Tools

Microsoft Office Suite

Envoy

Job description

HeartShare seeks an Office Manager to own the day-to-day operation of its central office at 330 Jay Street, designing and enforcing systems to keep the floor running and supervising the Central Operations Coordinator and front desk coverage.

The role focuses on self-sustaining operations, proactive issue-spotting, and coordinating vendors, space planning, events, and on-site administration to support leadership and program delivery.