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Office Manager

Independence Care System

Brooklyn Heights, new york


Job Details

Full-time

3/18/2024


Full Job Description

The Office Manager is responsible for managing the effective operation of all ICS locations, providing support to care management and ensuring the maintenance of a safe, clean, and highly functional office environment.

 

Essential Functions

 

Facilities/Office Management:

1.     Maintain facilities to support operations. This includes, but is not limited to; ensuring facilities and office equipment are in working order, maintaining adequate office supplies, and managing incoming and outgoing mail and packages.

2.     Promote and maintain a safe, clean, and healthy working environment at all office locations. This includes, but is not limited to, scheduling and supervising the maintenance, repair, and alteration of office space and equipment. 

3.     Act as point of contact with building management and all other facility, maintenance, and office equipment vendors, to arrange work, deliveries, etc. Develop a network of vendors and maintain good working relationships, maximizing quality of service and cost savings. Create & maintain a database of vendor information. In conjunction with SVP, Administration & Member Services, negotiate all facility, maintenance, and office equipment contracts.

4.     Effectively manage space utilization within the office. This includes but is not limited to, assigning office space to employees (under the direction of the SVP, Administration & Member Services) and managing conference room assignments. Direct all office moves while streamlining space management.

 

Administrative Support:

1.     Effectively manage the administrative and office support functions at ICS locations to support to Care Management and Administrative operations. This includes the selection, hiring, and supervision of a Receptionist.

2.     Management of the reception areas to provide a professional front office area for visitors and staff.

3.     Provide leadership, training, and staff development for Office Services staff

4.     Manage review and department's monthly budget report to adhere to it.

5.     With support from Office Services staff, coordinate all centralized mailings for the organization.

6.     Develop and manage internal controls over office Inventory.

7.     Special projects to support organizational initiatives.

 

Respond to the needs of members and the organization, even if those needs do not coincide with the details of this job description.

The salary range for this position is $55,000 - 65,000, dependent on credentials and experience.

Requirements

Minimum Qualifications

  • Minimum of 3 years of direct office management or related experience
  • Minimum of 3 years of supervisory experience is a must;
  • Proficiency in using office software (e.g., Microsoft Office Suite)
  • Excellent written and verbal communication skills;
  • Ability to work in a team environment;
  • Excellent interpersonal skills.

Additional Qualifications

  • Bachelor's Degree in a related field preferred

Benefits

  • 28 days of PTO, plus 11 holidays, in your first year
  • 35 hour work week
  • partially-remote position (approx. 20% remote)
  • excellent benefits, including comprehensive health insurance, tuition support, and paid disability leave

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