Administrative Coordinator/Office Manager, Astraea Lesbian Foundation for Justice, New York, NY

Administrative Coordinator/Office Manager

Posted on: July 17, 2013
Posted by: Astraea Lesbian Foundation for Justice

DESCRIPTION

Provides administrative support to the Astraea office, including HR, IT, office management, and reception.

JOB DUTIES

• Responsible for certain fiscal responsibilities, including sorting, all incoming checks, donation checks and non-donation checks, as well as keeping a log of the check information, documenting and making copies of them and depositing them.

• Generate and process general invoices to all tenants, vendors and contractors, including either distributing invoices or creating a check request and getting appropriate approval for the check requests to be submitted to the fiscal department for payment of invoices.

• Responsible for all incoming and out-going mail, including distributing incoming mail, faxes and packages; maintenance of the mail meter machine including ensuring the postage machine has adequate postage and that outgoing mail is sent. Coordinate pick up of packages.

• Manage inventory and vendor relationships for all office, kitchen, and maintenance supplies and equipment (including, copiers, fax machines, utensils, condiments, etc.). Conducts research, reviews contracts with existing vendors, obtains quotes, and makes recommendations regarding new vendors and office equipment.

• File vendor agreements, contracts, etc. Sets up contract and service agreements. Schedule maintenance and repairs. Work with IT vendors to set up accounts and address needs of the phone system and network.

• Manage the office maintenance on a day-to-day basis, including interacting with building maintenance and cleaning vendors, ensuring general upkeep of the office and supplies, organizing cleaning days and committees for setting/cleaning up for in-office gatherings.

• Support setting up and orienting new employees and resolving questions and problems.

• Manage the process for keeping track of staff attendance, including overseeing the staff calendar, managing staff time tracking systems, and generating weekly time reports and biweekly accrual reports to monitor staff attendance and time off. Responsible for reviewing, printing and distributing timesheets.

• Works with the Director of Communications to mange the organization of and access to office technology.

• Works with the Deputy Director for fiscal, administrative and general operational support as needed.

• Performs other duties and projects assigned from time to time

SKILLS & QUALIFICATIONS

• Must have prior administrative experience of at least 3 years.
• Experience with Human Resource system a plus
• Must have excellent written and verbal communication and interpersonal skills.
• Must be detail oriented.
• Proficiency with MS Word and Excel; Databases and other computer programs a plus.
• Experience with office management.
• Good problem solving skills.
• Good planning and organizational skills.
• Working knowledge of mail processes such as postage machine, Federal Express and UPS.
• Ability to prioritize and manage ever-shifting priorities.
• Ability to work independently and as part of a team.
• Second language a plus.

HOW TO APPLY

Please send cover letter. salary requirements and resume to: jobs@astraeafoundation.org