[SPN-Discussion] Office Manager Opening - Open Space Institute

[Antonia Bowring]

Dear Colleagues:
We are looking to fill the position of Office Manager at our New York
office. Please circulate this job description to anyone that might be
interested. Thank you.
Antonia Bowring, Chief Operating Officer 
________________________________


OPEN SPACE INSTITUTE


Office Manager


 


The Open Space Institute protects scenic, natural and historic
landscapes to ensure public enjoyment, conserve habitats, and sustain
community character.  OSI achieves its goals through land acquisition,
conservation easements, special loan programs, creative partnerships,
and analytical research. 

 

 


Position Summary


 

The office manager is responsible for the day-to-day operation of OSI's
office including ordering supplies, managing the telephone system,
providing basic IT support, handling vendors, filing and photocopying,
and providing general administrative assistance to the staff upon
request.  He/she also covers the reception desk part-time.

 

 


Primary Responsibilities


*	Order and monitor office supplies
*	Monitor and manage office maintenance, product and service
vendors

	*	Including: cleaning service, plants, heating and air
conditioning service, phones, messenger company, printing company etc...
	*	Monitor the billing for all of these above products and
services

*	General office support responsibilities include: copying,
collating, file management and file retrieval, organize mailings, travel
assistance
*	Day to day contact for OSI's 2 sub-tenants

 

Other Responsibilities Include:

*	Provide basic IT support to staff
*	Maintain an inventory of all electronic equipment from purchase,
through use, to disposal - PDAs, laptops, computers, printers, fax
machine, etc.
*	Assist with board book and board meeting preparations

*	Reception duties include managing the phones, greeting visitors,
assisting with mail, dealing with messengers, etc.

 

Special Projects:

These may include:

*	Office build-out projects or office renovations
*	Cost reduction initiatives, including RFP processes with vendors
*	Reducing paper filing system with electronic filing system

 

 


Skills/Core Competencies


*	Required: 

	*	Solid knowledge of Microsoft Office 2003 or higher
	*	Diplomacy, tact and good communication skills
	*	Solid knowledge of phone systems, printer, copy and fax
machines
	*	Excellent organizational skills
	*	Ability to multi-task and prioritize
	*	Ability to self-start and work to deadlines
	*	Ability to work cordially and professionally with all
levels of staff
	*	Strong detail-orientation

 

*	Desirable: 

	*	Ability to say "no" (nicely)
	*	Basic IT troubleshooting skills
	*	Interest in environmental issues and conservation
	*	Experience negotiating with vendors

 

 


Qualifications


*	Minimum of three to five years work experience managing an
office or equivalent experience
*	Proven ability to use good judgment and take initiative
*	Demonstrated capacity for teamwork
*	Bachelor's degree, preferable 
*	Nonprofit work experience with environmental organization
desirable


 


 

How to Apply:  Please send your resume and cover letter to Susan
Barbarisi.  The email address is gabramo at osiny.org.  Please note, we
regret that we cannot accept any telephone inquiries about the position
and we will only contact finalists.  The application deadline is
November 14, 2009.

 

 

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