Office Manager I – West Farms

Phipps Neighborhoods is a multi-service nonprofit, established in 1972, providing a comprehensive network of educational, work-readiness and community development programs to more than 12,000 children, teens and adults each year in targeted communities across the Bronx, Manhattan and Queens. These programs include: Head Start, after-school, summer camp, college prep, work readiness, resident support, and adult/family programs. This position is located at our West Farms Opportunity Center in The Bronx. 

Primary Function:

Under the supervision of the Deputy Executive Director, Workforce & Education, the Office Manager I is responsible for the operational oversight of the CEC and WFPOC and Workforce and Education division’s portfolio.

Salary range is $55,000 to $60,000 and is based on education, training and experience. 

Duties and Responsibilities:

• Conduct weekly walkthroughs of the facilities and report to PN Facilities Manager
• Work with PN Facilities Manager /Utilityman to create POs for CEC and WFPOC
• Complete all closeouts for Gen Ops corps for CEC and WFPOC
• Oversee CEC and WFPOC key /fob distributions and maintenance including activation, deactivation
• Oversee set of master keys for each program location in WE division
• Oversee administration of Security Systems for CEC and WFPOC (Security solutions @ 1071 E. Tremont and Best Alarms @ 1030 E. 178th)
• Create all NYCHA work order tickets for CEC at East 178th Street site and log for monitoring
• Follow up with NYCHA supervisor, and PN Facility Manager from implementation and scheduling of vendors’ plan of action (plumbers, electricians, roofers, leaks, replacements of toilets etc.)
• Coordinate with PN Facility Manager to secure independent vendors if repairs are not New York City Housing repairs (technological, appliances, equipment etc.) via our Purchasing Department
• Communicate with the PN Facility Manager for coordination with Phipps Houses’ supervisors to prevent duplication of work orders and completion of repairs at 1071
• Create maintenance log in excel of pending and completed work orders
• Notifying all staff onsite of potential disruptions during workday when repairs are scheduled
• Coordinate with PN Facility Manager /Utilityman to manage and maintain the inventory of cleaning supplies ensuring a sufficient stock for a 3–6-month period
• Open /Close WFPOC or CEC when necessary
• Manage WE division messenger system
• Address staff and client concerns in a professional manner.
• Provide a pleasant office environment and welcoming atmosphere
• Implement fire drills procedures and visible floor plans for building safety
• Order office supplies for POC and CEC to cover 3-6 months
• Notify Senior director of any incident reports at WFPOC and CEC sites.

Administrative Duties:

• Log equipment inventory and distributions
• Secure annual contracts from vendors, create purchase orders, and maintain calendar for renewals
• Oversee calendar and room reservations
• Update building phone lists
• Schedule IT support requests or repairs
• Complete check requests, meal logs and personal reimbursements for Executive staff

Qualifications:

• High School Diploma or equivalent required. Some College credits and/ or bachelor’s degree from an accredited College or University preferred.
• 2+ years relevant work experience in programming, operations, building maintenance, customer service.
• Hours: This is a full-time position. The program operates Monday-Friday. Occasional evenings/weekends required.
• Salary Range: $55,000 to $60,000 and is commensurate with education, training and experience

Phipps Houses and Affiliates is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, citizenship or national origin, ancestry, alienage, citizenship status, age, disability or handicap, sex, marital status, veteran status, pregnancy, gender, sexual orientation, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

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