Job Title: Part-Time Office Manager
Department: Finance & Administration
Reports to: HR Department
Designation: Non-exempt / part-time
Salary: $20.00 to $24.00 per hour

About FIAF:

FIAF is a multi-disciplinary educational and cultural organization located in midtown Manhattan. Its mission is to promote and enhance the knowledge and appreciation of French and francophone cultures, to increase the knowledge of the French language, and to encourage interaction among French, francophone and American people through education and cultural programs. FIAF has an extensive Language Center offering hundreds of French classes, a French Library, and cultural programs ranging from cinema and performing arts to visual arts and social event programs.

Position Overview:

The Office Manager plays an important role in ensuring the smooth and efficient operation of the office environment. Their responsibilities encompass various administrative tasks, including (but not limited to) overseeing office supplies, mailing, and supporting all departments with general admin. They serve as a central point of contact for employees, clients, and vendors. Additionally, they are responsible for organizing office procedures and implementing systems to enhance productivity. Ultimately, their contribution is critical in fostering a productive and harmonious work environment.

Main responsibilities may include, but not be limited to:

Administration

• Mailing (including USPS, FEDEX, UPS etc.) including preparing summary for postage machine
• Troubleshooting and helping with any issues for copy machines, postage machines, etc. (liaising with copy machines servicing company)
• Liaising with vending machines located on the 4th floor
• Overseeing the coffee machines situated on different floors of the building, by maintaining milk and coffee supply to all staff daily. Clean and check machines weekly. Bring Nespresso recycling bags as they get full to Security for pick up by UPS
• Assisting with planning company employee events
• Providing clerical support when needed to assist clerical staff with assigned administrative duties
• Making copies of checks, recording on Excel spreadsheet, scanning checks to correct departments and to accounting
• Process and distribute mail to FIAF staff. Date everything with a stamp of the current date
• Getting signatures for orders or invoices from various departments
• Verifying and confirming of all vendors invoices for approval by departments heads

Supplies

• Ensuring that office, grounds, equipment, and supplies are maintained and serviced
• Preparing, negotiating, analyzing, and reviewing contracts for equipment, supplies, materials, services, and products
• Overseeing company-wide office supplies and needs (inventory, ordering, follow-up, pick-up, returns, etc.) Ordering all papers for the copy machines, both on the 3rd and 7th floors. In charge of ordering and managing inventory of FIAF stationery. In charge of ordering and managing business cards

Qualifications

• Excellent communication and interpersonal skills
• Superior ability to identify and solve problems
• Attention to detail and ability to multitask
• Willing to take initiative and work independently when needed
• Proficient in Microsoft Office Suite
• Knowledge of basic administrative and clerical systems and procedures
• Fully vaccinated against COVID-19 with a Centers for Disease Control (CDC) or World Health Organization (WHO) authorized vaccine (or approved for an exemption as a reasonable. accommodation due to a qualified disability or sincerely held religious belief or other legal basis
• Legally authorized to work for any US employer
• 2 years of relevant experience in office management or administrative assistance

To Apply: Resume and cover letter in French or English must be sent by email to careers@fiaf.org.

PLEASE NOTE: Due to the large number of applicants we receive, we will only be able to contact those that we would like to meet for interviews. No phone calls please.

FIAF is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, marital status, religion, gender, sexual orientation, national origin, disability status, citizenship status protected veteran status, or any other characteristic protected by law.