Office Associate

Brooklyn Legal Services Corporation A; New York (NY); Hybrid; USD 58,000 - 69,000; Full time

Benefits offered by this job

Health insurance

401(k) with employer match

Paid vacation (27 days)

Job summary

Build Up Justice NYC seeks an Office Associate to handle general operations, front desk duties, and coordination with IT/vendors. The role includes 4 days in-office and 1 remote day, working within a mission-driven nonprofit serving New York communities.

The ideal candidate has 2–4 years of admin experience, strong written and verbal communication, and proficiency with MS Office. Bilingual English/Spanish is preferred, with a collaborative team environment and competitive benefits.

Qualifications

• 2–4 years administrative/office experience, preferably in non-profit.
• Excellent writing and verbal communication skills.
• Bi-lingual English/Spanish preferred (oral and written).
• Proficiency with MS Word, Excel and PowerPoint; familiarity with data management systems.

Responsibilities

• Provide front desk support and greet visitors; route calls and respond to inquiries.
• Coordinate with IT and external vendors to order and set up equipment.
• Conduct client intakes and ensure data entry into LegalServer; maintain client records.
• Draft and send correspondence; manage mail and surveys.
• Liaise with vendors for printers, mailing machines, and IT services; support general operations.

Skills

Interpersonal skills

Bilingual English/Spanish

Multitasking

Tools

MS Word

Excel

PowerPoint

Job description

Company Overview:

Since 1968, Build Up Justice NYC has provided free legal services for low- and moderate-income individuals and families throughout New York City. Our clients live in rapidly gentrifying neighborhoods where many residents and small business owners have been displaced or are facing displacement and harassment. For over half a century, Build Up Justice NYC has provided high-quality, low-barrier neighborhood-based legal services to individuals, families, nonprofit community-based organizations, community development corporations, coalitions, and small business owners, interested in developing and sustaining vibrant, healthy communities. Build Up Justice NYC has three core departments —Preserving Affordable Housing (PAH), Consumer & Economic Advocacy (CEA), and Community Economic Development (CED)—each of which has unique initiatives and plays a vital community role to ensure basic needs are met and fundamental rights affirmed.

Position Summary:

The Office Associate is a cross-functional role that will be responsible for general operations including working with building staff/external vendors to address facility needs such as ordering supplies, equipment, and repairs and replacement as needed, and coordinating with consultants to address IT-related issues. This position requires 4 days in-office and 1 day remote work.

The Office Associate will primarily be responsible for:

• 
  Providing front desk support by greeting visitors and advising the appropriate party of their arrival and answering, routing or otherwise responding to internal and external phone calls, as needed;
• 
  Working with IT provider to order and set up new computer equipment for current staff and new hires and other organization-wide IT projects;
• Conducting new client intakes, as needed, provide referrals, and ensure appropriate data entry into database(LegalServer);
• Serving as Admin representative to review updates and modifications in client database (LegalServer);
• 
  Inputting data into client database to include but not limited to closing cases, entering client and case/referral information provided;
• 
  Drafting and sending correspondence and mail client satisfaction surveys, as needed;
• 
  Managing office mail to receive, sort, scan, and distribute official documents and mail addressed to the office, prepare for postage/shipping outgoing mail and courier packages, and manage inventory of shipping supplies and labels (e.g., FedEx and USPS);
• 
  Performing routine office support functions, including printing, scanning, data entry into database as needed.
• 
  Liaise with office service vendors for printers, mailing machines, telephone systems, etc., to schedule repairs, general maintenance, and inspections;

• Coordinate with IT service provider to ensure staff needs are met for computer issues (laptops and desktops); troubleshoot computer issues when possible; and

• 
  Provide coverage for other areas as directed/needed.

A successful candidate will have:

• 
  A minimum of 2-4 years administrative and/or office admin work experience; preferably in a non-profit.
• 
  Excellent interpersonal skills and demonstrated ability to effectively communicate with individuals from diverse backgrounds, local organizations, and people in crisis;
• Must be able to operate standard office equipment including ability to use multi-line telephone system;
• Must have excellent writing and verbal communications skills, bi-lingual in English/Spanish (oral and written) preferred;
• 
  Proficiency with MS Word, Excel and PowerPoint and other standard data management systems (including client database system) required, related certifications a plus;
• A demonstrated positive, professional attitude to technical challenges and providing desktop computer support;
• 
  Strong reporting and recordkeeping skills, including the ability to synthesize lots of quantifiable and qualitative data into clear, plain language and readable charts and checklists;
• 
  Must be able to work strategically within a team structure as well as independently, multi-task and work under tight deadlines;
• 
  Dependability, good time management and organizational skills and be attentive to detail; and
• 
  Thorough commitment to Build Up Justice’s mission.

Compensation & Benefits

Annual salary is $57,600 - $68,900 depending on years of experience. Great benefits package such as, employer paid health insurance; 27 days annual vacation, employer 4% contribution to 401(k); and paid parental leave. This is a hybrid in-office/remote work position.

Build Up Justice is a diverse team that is committed to recruiting, supporting, retaining, and promoting talented staff with diverse backgrounds and experiences that share the organization's commitment to racial, economic and social justice. At Build Up Justice NYC, diversity encompasses a variety of characteristics, lifestyles, and perspectives, including race, ethnicity, national origin, religion, gender, sexual orientation, gender identity, age, education, disability, socio-economic status, and family status. We firmly believe that a diverse, equitable and inclusive environment is essential to both the quality of our client services and the personal satisfaction of our staff.

We encourage applicants of diverse backgrounds to apply, including women, people of color, immigrants, people with disabilities, LGBTQ people, people from low-income backgrounds, and with lived experiences in the communities we serve. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sexual orientation, gender, gender identity, age, physical disability, or length of time spent unemployed.