Manager, Office Operations & Admin Support

MANAGER, OFFICE OPERATIONS & ADMIN SUPPORT

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

REFORM, founded in the wake of the #Free Meek 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.

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.

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%)

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

Professional note:
No one ever meets 100% of the preferred qualifications. If much of this describes you, we encourage you to apply.

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