Admin - Talent & Culture - Office Manager (Bilingual Spanish)

Summary
The Office Manager is responsible for overseeing the daily operations of the executive headquarters, ensuring the office runs smoothly, efficiently, and professionally. This role includes managing office procedures, coordinating resources, supporting internal communications, and providing high-level administrative support to leadership and staff. The Office Manager also plays a key role in fostering a positive office environment and supporting employee engagement initiatives. This is a full-time, on-site position, Monday through Friday.

Essential Functions:

• Work Schedule is Monday through Friday from 9am to 5pm at our HQ in Forest Hills, NYC.
• Serve as the first point of contact for the office by welcoming visitors, answering and directing calls, handling incoming/outgoing mail, and ensuring front desk coverage and professionalism.
• Oversee day-to-day office operations, including organizing procedures, maintaining filing systems, and managing supply requisitions. Ensure clerical tasks are properly assigned and monitored.
• Identify and implement opportunities to improve office systems and workflows for greater efficiency and effectiveness.
• Develop and update standard operating procedures (SOPs) to promote operational efficiency and consistency.
• Manage vendor relationships and service contracts for office operations (e.g., IT, housekeeping, maintenance).
• Coordinate, track, distribute, and manage the return of employee technology inventory (e.g., laptops, mobile phones, accessories).
• Liaise with facility management to address maintenance issues and ensure office cleanliness and upkeep.
• Maintain and monitor inventory for general office and breakroom supplies.
• Respond to incoming inquiries and emails in a timely, professional, and courteous manner.
• Ensure the security, confidentiality, and integrity of office operations, data, and physical space.
• Support the Employee Experience Manager by assisting with administrative tasks, planning and coordinating employee engagement activities (e.g., team offsites, celebrations, recognition events), and helping to develop and maintain clear, consistent internal communications across the organization. This includes drafting, formatting, and distributing internal content such as emails, memos, and announcements to ensure employees stay informed and aligned with organizational updates, initiatives, and values.
• Perform other administrative and operational tasks as assigned, including:
• Managing access cards and employee ID cards
• Processing check and expense request for CEO
• Coordinating catering orders for C-suite meetings/events

Minimum Qualifications:

• High school diploma or equivalent required
• Bilingual in English and Spanish required
• Strong organizational and multitasking skills
• Excellent verbal and written communication skills, with strong interpersonal abilities
• Prior experience in office management or administrative support preferred
• Proactive, detail-oriented, and able to work independently
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Knowledge of standard clerical practices and office procedures

The Child Center of NY is an Equal Opportunity Employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status or any other category protected by Federal, State or local law. EOE M/F/D/V

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