What are the responsibilities and job description for the Office Administrator position at A-HOME?
Job Overview
We are a not-for-profit agency located in Mt. Kisco, NY, supporting Northern Westchester communities, and have a great opportunity for an Office Administrator to support the management of our operation. Monday- Friday, 9am-5pm. Reporting to the Executive Director, this individual oversees all administrative processes for the agency, including office supply inventory, office equipment maintenance, and coordination with vendors and consultants. In addition, they provide administrative support for human resources and bookkeeping functions, and ensure professional communication with colleagues, clients and donors. They manage daily activities such as mail distribution, reception, and maintaining a professional office environment.
Responsibilities
- Monitors inventory, ordering office supplies, and maintains office equipment (e.g. printers, computers and phone systems). Coordinates with external vendors for repairs, security, cleaning & IT.
- Bookkeeping support: Processes invoices; may assist with basic bookkeeping and payroll duties.
- Human Resources Support: Assists with the recruitment process, coordinates new hire onboarding, handles employee benefits recordkeeping and vendor relations, maintains personnel records and office policies.
- Coordinates and mails donor thank-you letters and other correspondence.
- Promotes and demonstrates a positive work environment by communicating in a manner consistent with professional standards to work effectively with tenants, colleagues, management, and vendors.
- Maintains organized project files, internal systems, office files and documentation.
- Supports leadership with operational and administrative tasks. Coordinates meetings, conference calls / video conference / Live Meetings
- Manages follow-up communications with tenants professionally and in a timely manner
- Coordinates lease execution and renewals for all tenants.
- Coordinates vendors and day of execution fundraising events.
- Run routine local errands (e.g. banking) with mileage reimbursement for personal vehicle.
- Provides notary services as needed.
- Performs additional duties as assigned.
Experience Required
2-5 years senior office administration/management in a small office environment.
Essential Skills Required
- Excellent multitasking and organizational skills
- Attention to detail
- Able to handle multiple and competing demands with deadlines
- Excellent time management and prioritization skills
- Strong verbal and written communication skills to interact effectively with everyone from entry-level staff to board members and external clients.
- A proactive, "can-do" mindset to resolve daily operational issues and technical glitches independently.
- Excellent problem-solving and analytical skills
- Able to maintain highest level of integrity, trust and confidentiality.
- Holds oneself responsible for job responsibilities and results.
- Proficiency with the Microsoft Office Suite (specifically Excel, Word, and Outlook).
Education, Licenses, Other
- Bachelor’s degree in business administration or a related field, or equivalent work experience
- Must be a Notary or able to become a Notary within 60 days of hire
- Driver’s license for routine local errands (using personal vehicle)
- Must have reliable personal transportation
Join us in creating an organized, welcoming workspace where every detail counts! This role offers an engaging environment for motivated individuals eager to make an impact through their administrative expertise. We value proactive team players who thrive on supporting others while maintaining high standards of office excellence.
Pay: $26.00 - $33.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
Salary : $26 - $33