Newark Office Manager (Part-Time)

Company Description

About KIPP New Jersey

KIPP New Jersey is part of the nationally recognized “Knowledge Is Power Program” network of free, open-enrollment, college-preparatory public schools dedicated to preparing students for success in college and in life. In 2002, KIPP New Jersey first opened its doors in Newark’s South Ward as a single class of 80 fifth graders and has since grown to educate 7,035 students in grades K-12 across 16 schools in Newark, Camden and Paterson. More than 90% of KIPP New Jersey students currently qualify for free or reduced meals. To learn more, visit www.kippnj.org.

Job Description

The Room 9 Office Manager (OM) is responsible for ensuring the Newark Regional office (Room 9) is running smoothly, employees have access to the materials they need, and clean and tidy workspaces. The office manager retrieves the mail and sorts, scans, or distributes as necessary, and alerts staff to the arrival of packages. The OM coordinates with schools/ staff when packages are delivered to the wrong address to ensure they are picked up. The OM  answers the phone and directs calls, answers general questions, and forwards voicemails to appropriate contacts. The OM ensures the lobby/ mail area is clean and tidy, as well as conference rooms and common spaces. This person will also be responsible for ordering supplies for the office as determined necessary.

Administrative Tasks

• Check phone messages daily and answer phones/ direct calls/ forward voicemails 
• Welcome visitors, determine their needs, and provide accurate information or connect them with the appropriate stakeholder 
• Receive packages and distribute to/alert appropriate staff member (or alert staff if packages are delivered tothe  wrong address) 
• Retrieve the mail daily and sort, scan, or distribute as necessary 
• Field questions from visitors or welcome guests 
• Order office supplies, copy, and kitchen supplies as requested by staff/ manager or as needed based on inventory 
• Order copier supplies and ensure the machine is in working order (loading/ ordering ink and toner, troubleshoot with tech as needed)
• Order parking stickers and distribute to teams (approx 3 times per year)

Office Space Management

• Do a daily sweep of conference rooms to tidy and remove clutter from tables and the rooms
• Run and empty the dishwasher as needed, clean and fill the coffee machine  
• Restock coffee and other kitchen supplies
• Help to execute on office design projects as needed 
• On a weekly basis, wipe down conference room tables, ensure correct chargers/ remotes are in each room, ensure supply drawers are stocked, and miscellaneous materials are removed from rooms 
• On a weekly basis, audit the supplies inventory and sort/organize materials closet 
• On a weekly basis, throw away expired items in the fridge and/or items left for longer than 1 week 
• Liaise with the building management for any issues related to bathrooms/ HVAC/ other space concerns
• Collaborate on how to best utilize spaces and maximize the storage of team items and supplies

As job descriptions cannot be exhaustive, the position holder may be required to undertake other duties that are broadly in line with the above essential duties and responsibilities.

Qualifications

This is primarily an in-the-office role, four-to-five-days per week,  for at least 20-25 hours per week. 

Required Education and Experience

• 3-5 years experience as an office manager or receptionist or other customer service role 
• Proven success in an entrepreneurial and fast-paced environment
• Experience in the education sector a plus but not a must have

Skills

• Excellent organizational and communication skills (both written and oral), including proficiency in Microsoft Office and Google Suite 
• Strong analytical and problem-solving skills, and the ability to learn quickly

Abilities

• Mission-aligned; finds pride in and sees critical importance of supporting a leading K-12 education institution
• A love of being flexible and nimble.  A demonstrated ability to roll with the punches and handle the unknown.  
• Ability to anticipate the needs of others 
• Proactively takes initiative and continually seeks opportunities to improve systems and processes  
• Attention to detail 
• Has a love of organized and neat spaces
• Can communicate efficiently
• Desire to learn and grow new and existing skills

Physical Requirements

The usual and customary methods of performing the job’s functions require the following physical demands: