Office Coordinator w/ some HR Background (Midtown West, NYC) New York City

We are a not-for-profit looking for an Office Coordinator with some HR background. This position reports to a senior member of the management team and acts directly as his/her assistant, but works independently on HR and Office Management issues (we have a staff of 12). S/he also on occasion serves as back-up support during meeting or event planning periods.

compensation: commensurate with experience and in keeping with not-for-profit sector


This is a broad position and requires someone who is a multi-tasker who can see small projects to conclusion. Fifty percent of the position is office and facilities management-related with the remaining 30% related to human resource administration, 10% to ongoing projects and events, and 10% to reception-related duties. This is a promotable position.

Responsibilities:

- provide general assistant-level support (general, administrative and/or clerical)
- execute small and large projects as directed
- receive, open and sort mail and deliveries/process outgoing mail
- keep HR calendar, oversee benefits management, other HR functions
- daily track daily staff movements in and out of the office
- create and maintain Outlook employee vacation calendar
- oversee supply needs and maintain as needed
- keep supply closet, mail room, kitchen and overall office organized
- serve as room coordinator and maintain room calendar, also set up chairs as needed
- serve as registrar when classes are being advertised and for holiday events
- handle book sales and shipments online and in-house on Visual Anthology
- track movement in and out of storage area
- schedule monthly staff meetings and track agendas
- screen and direct calls, take and relay messages, check VM messages daily
- provide information to callers, greet people entering organization, direct as needed
- deal with queries from the public and our members


Requirements:

This position requires 2-3 years of experience in general office management and/or human resources. Alternately we welcome an experienced administrative assistant who is interested in learning about office management and human resources. Full working knowledge of MS Office Suite (including Excel) on PC not MAC is required. Knowledge of BRI or HR Calendar helpful.

You must have a can-do, pro-active attitude and pleasant, cooperative, helpful demeanor with a very strong work ethic. Enthusiasm, ability to learn and a pitch-in-to-help manner is expected. Excellent written and verbal communications skills are essential. Ability to "teach yourself" user-friendly computer programs is also essential. You must be responsible, dependable, on-time and willing and able to come in early or work late if needed (both are rare occurrences). You must be personable and patient on the phone.

Days and Hours
- Monday-Friday 9:30-5:30, 2 to 4 weekend days per year and very occasional evenings when classes or events are held, dependent on seasonal programming. We are a Jewish organization that holds events on the High Holy days and working these half-day events is required. All work hours are compensated and extra hours at time and a half.

Our office space is lovely and pristine and the environment is a friendly and collegial one, with a weekly visit by our ED's friendly dog. Salary is commensurate with experience and in keeping with the not-for-profit sector.

Please send a cover letter, resume and salary requirements to HR@circle.org. The subject line must read OFFICE COORDINATOR. Submissions without all of these requests will not be considered. Thank you for your interest.

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