Office Operations Manager
Description
TITLE: Office Operations Manager
LOCATION: New York, NY
REPORTS TO: Chief of Staff
DEPARTMENT: Operations
TYPE: Full-time, Hybrid
WHO WE ARE
CCS Fundraising is an international strategic fundraising firm that partners with nonprofits for transformational change. Since 1947, CCS has empowered many of the world’s greatest organizations across sectors to advance some of the most important causes in history. We plan, manage, and implement programs and initiatives that achieve fundraising goals and mission impact. CCS provides tailored support to more than 700 nonprofit organizations annually. Headquartered in New York, the firm has over 600 professionals and 18 offices throughout the United States and Europe. Our people are our greatest strength. At CCS, you will join a diverse team of smart, passionate, and resourceful professionals who are driven by purpose and committed to performance.
UNDERSTANDING THE ROLE
We are seeking an experienced Office Operations Manager to oversee the smooth operation of our firm’s headquarters office in New York City. Responsibilities will include: overseeing office reception, serving as a liaison for facilities management, partnering with IT, developing and administering office policies and processes, maintaining and ordering supplies, and providing general administrative support. This role requires strong leadership and communication skills, as it will involve managing the receptionist and ensuring effective front desk operations. We are seeking a proactive and detail-oriented professional with excellent communication skills and a customer service-oriented attitude who has experience managing a hybrid office environment.
We are seeking an experienced Office Operations Manager to oversee the smooth operation of our firm’s headquarters office in New York City. Responsibilities will include: overseeing office reception, serving as a liaison for facilities management, partnering with IT, developing and administering office policies and processes, maintaining and ordering supplies, and providing general administrative support. This role requires strong leadership and communication skills, as it will involve managing the receptionist and ensuring effective front desk operations. We are seeking a proactive and detail-oriented professional with excellent communication skills and a customer service-oriented attitude who has experience managing a hybrid office environment.
RESPONSIBILITIES
Office Reception:
- Oversee the onsite reception desk which is the first point of contact for staff and visitors. Determine regular schedule for desk coverage and provide backup coverage when necessary.
- Manage incoming phone calls and register staff/visitors with building security, as well as submit, and track requests for security access cards.
- Greet and assist staff and visitors, addressing basic office orientation needs.
- Manage incoming and outgoing mail and deliveries.
- Assist staff in securing appropriate office space for themselves and their guests.
- Track space bookings to support organized office utilization and help troubleshoot space conflicts.
- Participate in meeting room set up and breakdown/cleanup as needed.
- Support and reinforce office policies and procedures.
Facilities Management:
- Serve as primary contact for NY office staff and building for all issues and challenges.
- Manage relationship with building and all other vendors (cleaners, etc.) to ensure physical office needs are met.
- Responsible for ensuring all office machines (printers, binding machine, etc.) are maintained and staff is appropriately trained. Liaise with appropriate vendor or IT when issues arise.
- Regularly inventory all office and pantry supplies and manage ordering process from approved vendors.
- Receive and stock office and pantry supply orders as they come in.
- Ensure the cleanliness, safety, and organization of the office.
- Familiarize staff with office equipment and ensure it is in working order.
- Assist with vendor research and management.
Administrative Duties:
- Provide general administrative support needed for office – including printing, meeting setup/breakdown, etc.
- Assist with communication for NY office and manage NY office Sharepoint site and updates.
- Monitor and triage emails received via the firm's website.
- Perform other general administrative support functions, such as assembling meeting materials, and assist with special projects as needed.
QUALIFICATIONS
- 5+ years of experience in office management role in hybrid environment.
- Excellent verbal and written communication skills.
- Strong proficiency with MS Word, PowerPoint, Excel, and Outlook (experience with NetSuite/Oracle and/or SharePoint a plus).
- Knowledge of office equipment and familiarity with office processes and procedures.
- Proven project management skills, including the ability to plan, execute, and oversee projects to ensure they are completed on time and within budget.
- Experience in managing multiple projects simultaneously and coordinating with various stakeholders is essential.
- Strong attention to detail.
- Excellent time managem0065nt and organization skills.
- Customer service orientation with a "no job too big or too small" attitude.
- Role requires on-site presence 5 days/week.
CCS offers competitive benefits, a dynamic training program, resources, career advancement, mentoring, and networking opportunities. We are an Equal Opportunity Employer and strongly encourage a diverse pool of candidates to apply.
SALARY RANGE: $75,000 - $85,000
Exact salary varies within salary range based on years of relevant experience and education.