Manager of Office Services

Job Summary:

Carnegie Corporation of New York was established by Andrew Carnegie in 1911 "to promote the advancement and diffusion of knowledge and understanding." We are one of the oldest, largest, and most influential American grantmaking foundations. Our organization is a 501(c)(3) private non-partisan foundation that supports grantmaking in the areas of Education, Nuclear Peace and Security, Democracy, and Higher Education and Research in Africa.

Carnegie Corporation has an opportunity for a seasoned Manager of Office Services. This position will be responsible for managing all office services and building responsibilities to ensure the safety of staff, the upkeep and maintenance of office space and providing related services to support staff productivity and catering requirements. They will also be responsible for establishing Office Services policies and procedures, managing vendor and building management relationships and administering the budget for the Office Services department.

Responsibilities:

• Ensure proper maintenance, upkeep, and enhancement of Carnegie's offices on an ongoing basis. This includes coordinating painting, plumbing, fabric, stonework and other repairs, carpeting and furniture replacements and refurbishment of areas, including the restrooms as well as oversight of recurring services such as fire extinguisher testing, ice machine cleaning, and HVAC servicing and filter replacement.
• Oversee the catering function, providing food, beverages and supplies for staff breakfast and tea- time, as well as various convenings and events. Collaborate with the Catering Manager on appliance cleaning and maintenance schedules, environmental impact measures and staff announcements. Review and approve hours worked for Manager and other contracted help.
• Serve as project manager on larger efforts involving workspace planning and renovation, involving coordination with architects, general contractors and property management.
• Supervise the mailroom function, ensuring timely and efficient mail and package handling services for Carnegie staff.
• Provide direct support to Board meetings and other convenings. Implement protocols for the arrival of guests, and handling of general telephone inquiries.
• Oversee audio-visual, copier and postage equipment operations and administration and support of the telephone/voice mail system.
• Manage building work orders, serve as a liaison between vendors, user departments and the building in obtaining Certificate of Insurance approvals and freight elevator reservations.
• Coordinate with external expediter, Department of Buildings and FDNY on occupancy permit inspections and renewals.
• Develop and manage the annual budget for Office Services. Prepare related expense forecasts.
• Oversee procurement of supplies and cleaning materials and monitoring of appropriate inventory levels
• Serve as a central point of contact for other communications with Building Management and adherence with various building requirements.
• Facilitate staff development and growth. Establish performance goals, conduct performance appraisals and provide ongoing mentoring. Lead by example.
• Perform invoice approvals and filing of Certify expense reports.

Qualifications and Skills:

• Must have demonstrated expertise in a variety of the field's concepts, practices, and procedures pertaining to systems infrastructure, applications and security.
• Experience supervising staff and with Office Services functions and familiarity with related facilities and mailroom services.
• Knowledge of and practical experience with project management techniques.

Benefits and Perks:

• Employee paid health insurance, including medical, dental, life, long term care, and short-term disability, plus a substantial contribution to a retirement plan account, robust wellness program, and a generous paid time off program.
• Corporate discounts.

Salary Range:

$104,000-$112,000. New hires are typically brought into the organization between the minimum to midpoint of the salary hiring range posted depending on qualifications and internal equity.

Carnegie Corporation of New York is an equal opportunity employer committed to diversifying its workforce and is firmly committed to complying with all federal, state and local equal employment opportunity ("EEOC") laws. The Carnegie Corporation of New York strictly prohibits discrimination against any employee or applicant for employment because of the individual's race, creed, color, sex, religion, national origin, age, sexual orientation, height and weight, disability, and any other characteristic protected by law. The Corporation abides by all applicable rules and regulations in its recruiting and employment practices including the Americans with Disabilities Act (ADA) and state disability laws.

Qualified candidates will be contacted for an interview.