Office Manager

Breaking Ground; New York (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

Breaking Ground seeks an Office Manager to support the Safe Options Support program, handling reception, bookkeeping, scheduling, and client data across multiple sites.

The role involves welcoming guests, maintaining petty cash, managing calendars, and coordinating vendor files, with travel to various locations as needed.

Qualifications

• Bachelor’s degree or equivalent experience.
• Excellent interpersonal and problem-solving skills.
• Excellent computer skills, including proficiency in Microsoft Word and Excel and the ability to learn new programs.
• Excellent writing and communication skills.
• Ability to handle multiple tasks in a fast paced, dynamic team environment and willingness to shift easily between various responsibilities with diverse populations.
• Prefer bilingual in Spanish and English.
• Valid NY, NJ, CT, or PA driver’s license with a good driving record, as defined by Breaking Ground is preferred.

Responsibilities

• Greet guests, direct them to appropriate staff, and provide information
• Maintain petty cash, billing, check requests, and Metro cards
• Maintain facility and staff activity calendars
• Track vacations
• Keep an updated file of vendors
• Order and track supplies
• Maintain filing system including client data
• Order and keep an inventory of office supplies
• Answer phones, direct calls, and take messages
• Attend meetings and take notes
• Coordinate events
• Performs other related duties as assigned

Skills

Interpersonal skills

Problem-solving

Communication skills

Writing skills

Multitasking

Diversity awareness

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Word

Excel

Learn new programs

Job description

The Safe Options Support (SOS) program addresses the needs of individuals experiencing homelessness on the streets and in public transit locations by offering direct linkages to services that address their immediate needs and providing support during the transition from street homelessness to stable housing.

The project relies on consistent cross-system collaboration for data sharing, care plan coordinator, and accessing community-based resources.

Breaking Ground embraces a housing first and harm reduction philosophy with an aim at helping residents secure appropriate permanent housing. Reporting to the Program Director, the Office Manager contributes to ending homelessness by acting as a liaison for Breaking Groundsstaff, the community, and clients who are chronically street homeless. The Office Manager is responsible for welcoming guests; bookkeeping which includes petty cash, check requisitions and billing; scheduling; taking meeting notes; maintaining filing systems; writing letters and other correspondence; and maintaining client data.

This is a 35 hour work week. This position travels to multiple locations.

ESSENTIAL DUTIES:

• Greet guests, direct them to appropriate staff, and provide information
• Maintain petty cash, billing, check requests, and Metro cards
• Maintain facility and staff activity calendars
• Track vacations
• Keep an updated file of vendors
• Order and track supplies
• Maintain filing system including client data
• Order and keep an inventory of office supplies
• Answer phones, direct calls, and take messages
• Attend meetings and take notes
• Coordinate events
• Performs other related duties as assigned

MINIMUM QUALIFICATIONS:

• Bachelor’s degree or equivalent experience
• Excellent interpersonal and problem-solving skills
• Excellent computer skills, including proficiency in Microsoft Word and Excel and the ability to learn new programs
• Excellent writing and communication skills
• Ability to handle multiple tasks in a fast paced, dynamic team environment and willingness to shift easily between various responsibilities with diverse populations
• Prefer red: bilingual in Spanish and English
• Valid NY, NJ, CT, or PA driver’s license with a good driving record, as defined by Breaking Ground is preferred