MANAGER, OFFICE OPERATIONS & ADMIN SUPPORT

JOB DESCRIPTION

Job Title: Manager, Office Operations & Admin Support

Team: Operations

Location: New York City

Employment Type: Full-time

FLSA Classification: Exempt

Start Date: ASAP

Hiring Manager: Director, Technology & Facilities

ABOUT REFORM ALLIANCE

REFORM, founded in the wake of the #FreeMeek movement, is committed to transforming probation and parole throughout the United States by changing laws, systems, and culture. The organization is working to replace America’s criminal justice system with a restorative approach that is fair, accountable, and invested in rehabilitation. Our goal is for people to reenter society with dignity, create meaningful pathways to work, and equip them with the tools to succeed all while making families and communities safer and stronger.

ABOUT THE ROLE

REFORM is hiring a Manager, Office Operations & Admin Support to ensure smooth and efficient operations of REFORM’s NYC office, manage key finance-related systems, facilities management, and be familiar with Mac operating systems. To be successful in this role, you will be thorough, detail-oriented, efficient, trustworthy, and highly organized.

This role is on the Operations team and reports directly to the Director, Technology & Facilities.

WHAT YOU’LL DO

General Office Management (60%)

• Maintain daily office operations and serve as a point person for staff & guests for anything related to office systems, including building-related logistics and supplies requests.
• Ensure office efficiency by handling all administrative functions, including ordering office supplies and equipment, and maintaining proper stock levels.
• Own vendor relationships, including those providing cleaning, maintenance, and security services. 
• Manage incoming and outgoing mail, process and distribute documents, and manage acknowledgments, such as thank-you notes and gifts. 
• Coordinate and manage logistics for internal meetings and events, including reserving space, setting up the room, catering, and overall project management.
• Manage monthly lunches and events, and lead the effort to build a calendar that reflects our values and culture.
• Serve as the point of contact for office-related health and safety issues. 

Administrative Support (30%)

• Manage and maintain REFORM’s swag merchandise program, coordinating with relevant departments to order, maintain, and manage additional supplies. 
• Process purchasing orders for office supplies, snacks, and other items as needed for various departments. Ensure adherence to company purchasing policies and procedures in doing so. 
• Operate through a customer-centric lens when proactively monitoring programmatic and marketing supply needs. 
• Own various technology and finance systems that support onboarding/offboarding and the day-to-day flow of activities throughout the organization.

Other duties as assigned (10%)

WHO YOU ARE

Required Qualifications

• At least 3 years of experience as an Office Manager, Operations Manager, or similar role
• Basic knowledge of accounting and purchasing processes.

Preferred Qualifications

• At least 5 years of experience as an Office Manager, Operations Manager, or similar role
• Experience at a small but growing organization with full ownership over office operations
• Highly self-motivated and proactive with a keen eye for improving processes, anticipating problems, and implementing solutions
• Strong organization skills with the ability to multitask, prioritize, and meet competing deadlines independently
• Highly tactful, fair-minded, empathetic, and charismatic to establish and maintain relationships across the organization, especially during times of challenge or difficulty
• Comfortable with ambiguity and able to calmly deliver outstanding work under pressure
• Strong analytical skills, written and verbal communication skills,  and attention to detail
• Deep enthusiasm for learning, growing, and finding better ways to do things
• Proficiency with Google Suite applications and Mac operating systems
• Clear passion for and commitment to REFORM’s mission

Please know that no one ever meets 100% of the preferred qualifications. If much of this describes you, we encourage you to apply.

WORK DEMANDS

• Be available to be in the office from 9 to 5, with additional hours as needed
• Occasional evening and weekend hours for various events or meetings 
• Ability to lift and carry 20 lbs.
• Ability to stand for extended periods of time

ADDITIONAL REQUIREMENTS

• Authorized to work in the U.S. 
• REFORM does not offer employment visa sponsorship 
• Live within commuting distance of New York City (Midtown) and ability to work in-person five (5) days per week

APPLICATION & INTERVIEW PROCESS

While the interview process may vary slightly, the general process will be:

• Phone Screen with Talent Team Member
• Virtual Interview with Hiring Manager
• In-Person Interview with Panel
• Meet
  with the COO
• Virtual Finalist Interview with CEO

COMPENSATION & BENEFITS

The salary for this position, which depends on prior work experience and our assessment of your demonstrated fit for the role, will likely be between $94,400-$118,000 annually. REFORM offers competitive base salaries based on the 75th percentile of the market among not-for-profit organizations of similar size, with opportunities for salary growth over time. We believe in compensating staff members fairly in relation to each other, their qualifications, and their impact on behalf of the organization, and take internal and external equity seriously.

Our current benefits include:

● Competitive salaries in the market of similar non-profit organizations

● Comprehensive benefits, including medical, dental, vision, life, disability, and other ancillary options.

● 20 days of Paid Time Off (PTO) during the first year of employment in addition to org-wide holidays (11), and winter shutdown during the last week of December

● 4% 401(k) match after 30 days of employment

● Coverage of 100% of health insurance premiums for employees (health, vision & dental)

● $75.00 monthly cell phone reimbursement

*Please note that the organization reserves the right to change benefits at any time.

At REFORM Alliance, we strive to move hearts and minds to create a more humane criminal justice system. This requires a company culture that values employee individuality and community development. We are committed to fostering an environment that is inclusive, empowering, and globally minded. 

Reform Alliance is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, veteran status, or any other protected factor. We encourage talented individuals of all backgrounds to apply.