Office Manager

Job Type

Full-time

Description

JOB TITLE: Office Manager

JOB TYPE: Full Time

DEPARTMENT/PROGRAM: Operations

EXEMPTION: Non-exempt

REPORTS TO: COO

SUPERVISORY ROLE: Yes

SALARY/HOURLY RATE: $60,000 to $65,000/year

WEEKLY HOURS: 35

WHO WE ARE
Center for Family Life in Sunset Park (CFL) ( (Use the "Apply for this Job" box below). ), is a nationally recognized social service organization. CFL's mission is to promote positive outcomes for children and adults in Sunset Park, Brooklyn by providing a comprehensive range of neighborhood-based family and social services.

POSITION SUMMARY/PURPOSE OF THE POSITION

The Office Manager is a key member of the Operations team and is responsible for the day-to-day running of our main building, including ensuring that all building systems (e.g. HVAC, electric, plumbing, and elevator) are operational, and resolving all facilities-related tickets by coordinating with the appropriate vendors as needed. The Office Manager is also responsible for supervising our cleaning service; for managing supplies, packages, and mail;

for overseeing all safety and security processes and systems; and for lending support to the COO in the implementation of capital projects, among other duties.

I.ESSENTIAL DUTIES & RESPONSIBILITIES, but not limited to:

Facilities & Building Systems Management

• Oversee the effective functioning of all building systems (HVAC, electrical, plumbing, fire alarm, elevator). Independently assess operational needs, determine when external intervention is required, and coordinate with approved vendors or source new ones as necessary.
• Establish and manage a long-term maintenance schedule, including preventive maintenance, inspections, and regulatory requirements.
• Develop internal procedures for responding to facilities-related service requests. Review incoming tickets, determine priority level, and direct staff or vendors accordingly.

Vendor & Contract Oversight

• Serve as primary liaison to all facilities-related vendors. Evaluate performance, negotiate service terms, and recommend contract renewals, changes, or replacements.
• Maintain and oversee the organization's vendor contract management system, ensuring compliance with contract terms and organizational standards.
• Ensure vendors fulfill obligations and maintain service quality, addressing deficiencies using discretion and independent judgment.

Compliance & Safety Management

• Ensure full compliance with NYC Fire Department and Department of Buildings regulations. Manage permits, maintain compliance documentation, and oversee corrective actions as needed.
• Lead and represent the organization during inspections by regulatory agencies. Prepare required documentation, coordinate staff participation, and implement follow-up corrective plans.
• Manage all safety systems in collaboration with IT and external partners.
• Obtain and maintain the F-07 Certificate of Fitness; oversee monthly fire extinguisher inspections, quarterly fire drills, and related record-keeping.
• Independently design, update, and implement emergency preparedness plans (e.g., evacuation, active shooter, severe weather). Coordinate and lead staff trainings.

Operations Leadership & Internal Systems Development

• Develop facility-related policies, procedures, and operational protocols; ensure consistent implementation across programs.
• Oversee snow removal operations, including vendor oversight and internal planning.
• Create and manage the organizational front-desk coverage system. Use discretion to reassign staff during absences or operational needs.
• Lead or co-lead facilities meetings and participate in broader operational planning with the COO and Executive Director.

Capital Projects & Strategic Support

• Provide operational leadership during capital improvements. Collaborate with senior leadership to plan scope, coordinate contractors, monitor progress, and ensure compliance with organizational and regulatory requirements.

Oversight of Facility Resources & Logistics

• Manage systems for tracking and securing keys, tools, and facility equipment.
• Oversee the inventory and procurement of office and cleaning supplies, ensuring cost-effective purchasing aligned with departmental budgets.
• Oversee mail…