Director of Administrative Services - Administrative Services

The Bridge offers supportive housing and behavioral health services to vulnerable New Yorkers facing behavioral health and substance use challenges. We provide individuals with the tools they need to pursue their dreams and live meaningful lives. The Bridge envisions a world where adults experiencing serious mental illness can live and thrive within their communities. As a recognized leader in developing and operating supportive housing and community-based programs, The Bridge has 70 years of experience helping New Yorkers with mental illness, including those affected by homelessness, incarceration, and institutionalization.

Scope of Position: The Director of Administrative Services is responsible for a variety of administrative functions, including procurement and vehicle fleet management. This position also plays a leading role in managing and expanding the agency’s purchase order system and ensuring timely vendor payments. The Director supervises a team of three employees and works collaboratively with colleagues across the organization. Strong communication skills are essential to effectively engage with professionals possessing diverse skill sets and areas of expertise in order to achieve shared goals.

Essential Position Functions

• Oversee all aspects of agency procurement, including market research and bidding, vendor and contract management, and purchase order and invoice submission and approval.
• Closely monitor the agency’s Accounts Payable and Purchase Order (PO) management system, AvidXchange, to ensure proper cost allocation and timely approvals. Supervise staff responsible for submitting and coding invoices and POs, as well as researching disputed invoices and errors.
• Maintain and monitor all service and vendor contracts. Take action to ensure vendor compliance with all agreement terms in close collaboration with responsible end users, such as facilities team members.
• Create, analyze, and disseminate purchasing reports on a regular basis, using these reports to identify spending trends and take appropriate action.
• In coordination with senior staff responsible for an affected site, support staff in scheduling emergency and non-emergency service calls that occur during business hours. Facilities staff may bypass this protocol in the event of an emergency occurring outside normal business hours to protect people and property. Following an emergency service call, coordinate with site staff and senior Facilities leadership (e.g., Superintendent, Vice President, or Director of Facilities) regarding follow-up needs.
• Supervise the purchasing of goods and equipment for all agency properties, ensuring proper approvals are obtained, goods and services are delivered satisfactorily, and invoices are accurate and submitted for payment in a timely manner.
• Maintain, review, and make recommendations regarding the agency’s vehicle fleet and gas card program. Ensure drivers are properly vetted and coordinate the submission of driving credentials to the agency’s insurer. Program staff utilizing vehicles for agency business are required to report accidents to this position.
• Perform other duties as assigned.
  
  

Qualifications

• Bachelor’s degree and four years of progressively responsible, relevant experience required.
• Experience working in purchasing or procurement for a multi-site corporation is strongly preferred. Experience in procurement within property management, supportive housing, or a similar setting is preferred.
• Exceptional communication and organizational skills required. Must maintain confidentiality and exercise a high level of judgment and integrity.
• Ability to create and maintain well-organized administrative and operational systems.
• Knowledge of procurement and financial software, as well as Microsoft Excel, is strongly preferred.
  
  

The Bridge Inc. is an Affirmative Action / Equal Opportunity Employer