Part-Time Office Manager

Job Title: Part-Time Office Manager
Department: Finance & Administration
Reports To: Human Resources Business Partner
Designation: Non-exempt / Part Time
Salary: $20.00 to $24.00 per hour

The FrenchInstitute Alliance Française (FIAF) is the leading Frenchlanguage and cultural center in the U.S. Since 1898, FIAF has been dedicated to creating and offering New Yorkers innovative and unique programs in education and the arts, all exploring the evolving diversity and richness of Frenchcultures.

The FIAF Language Center is the largest language school dedicated to teaching the Frenchlanguage in the tri-state area. With more than 6,000 registrations annually, we offer Frenchin two convenient locations: Manhattan’s Upper East Side, and Montclair, NJ.

In conjunction with its adult Frenchlanguage learning program, FIAF offers Frenchlanguage learning programs for toddlers (ages 1-4), kids (5-10) and teens (11-17) from beginner to advanced levels, including Frenchfor native speakers.French

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Position Summary

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.

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Main Responsibilities

> Administration Tasks included but not limited to:

• Managing mail (including USPS, FEDEX, UPS, etc.), including preparing a summary for the postage machine.
• Troubleshooting and assisting with any issues for copy machines, postage machines, etc. (liaising with the copy machine servicing company).
• Managing coffee machines located on different floors of the building by maintaining milk and coffee supply for all staff daily. Cleaning and checking machines weekly.
• Assisting with planning company employee events.
• Providing clerical support when needed to assist clerical staff with assigned administrative duties.
• Making copies of checks, recording them in an Excel spreadsheet, scanning checks to the correct departments, and bringing them to accounting.
• Processing and distributing mail to FIAF staff. Dating everything with a stamp of the current date.
• Obtaining signatures for orders or invoices from various departments.
• Verifying and confirming all vendors' invoices for approval by department 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.
• Managing company-wide office supplies and needs (inventory, ordering, follow-up, pick-up, returns, etc.).
• Ordering all papers for the copy machines.
• Ordering and managing inventory of FIAF stationery.
• Ordering and managing business cards.

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Qualifications/Requirements

• 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
• Legally authorized to work for any US employer.
• 2+ years of relevant experience in office management or administrative assistance

FIAF is offering a generous benefit package

• Excellent working environment
• Health Care, Dental, & Vision Plan
• 403(b) Savings Plan
• FIAF Membership
• Generous PTO package

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.

Job Type: Part-time

Pay: $20.00 - $24.00 per hour

Expected hours: 20 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 4 hour shift
• Monday to Friday
• No weekends

Work Location: In person