Office Manager

Breaking Ground; New York, Northern (NY, KY); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Breaking Ground is seeking an Office Manager to join our team. Reporting to the Program Director, you will welcome guests, manage finances, scheduling, meeting notes, and filing while maintaining client data across multiple locations.

The role requires strong communication, multitasking, and computer skills, with a valid driver's license preferred. The position is a 35-hour work week and involves travel to various sites.

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.

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

Writing & communication

Multitasking

Driver's license

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Job description

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 Ground staff, 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