Office Manager

Company Overview:

Primary Care Development Corporation (PCDC): Catalyzing Excellence in Primary Care

Quality primary care is transformative and a cornerstone of healthy, thriving communities. PCDC, a nationally recognized 501(c)(3) nonprofit organization, catalyzes excellence in primary care through strategic community investment, capacity building, and policy initiatives to achieve health equity. PCDC helps primary care practices improve delivery of care by providing affordable capital as well as a variety of training and technical assistance services. Since its founding in 1993, PCDC has assisted over 1,000 practices in 40 states, and has leveraged more than $1 billion to improve care in low-income communities.

Position Overview

PCDC seeks a full-time Office Manager for our New York City (Financial District) office. The Office Manager is a highly organized individual who takes ownership of all aspects of facilities/office management, including creating and maintaining systems, policies, procedures and practices needed to ensure that PCDC employees have the right tools, systems and supplies to be productive and efficient. Reporting to the Director of Administration, the Office Manager is responsible for all administrative and logistical aspects of PCDC’s office, including purchasing and managing vendors for office services and supplies; contracting and supervising outsourced managed IT services; equipment purchase, repairs, and replacements; onboarding and offboarding employees; and managing the organization’s connectivity tools – phones, video conferencing, meeting rooms, Intranet, and more. The Office Manager also provides some support to the organization’s remote employees as needed. PCDC currently has approximately 45 employees in its New York office and five remote employees across the U.S.

Primary Responsibilities

  • Facilities management:
    • Manage PCDC’s physical office space: serve as main point of contact with building management staff and vendors on security, lights/electrical, HVAC, cleaning/janitorial; troubleshoot issues that arise; source new vendors as needed; maintain clean, organized office; manage kitchen/office supply inventory
    • Manage any repairs or updates needed to physical space or décor, build-out of new spaces or office moves as they arise
    • Ensure safety and security of employees and PCDC property: manage office access system; attend building trainings and educate staff on safety procedures; serve as lead Fire Warden for floor; maintain updated business continuity plans and emergency procedures
    • Maintain office seating plan and anticipate placement of new employees and interns; plan for additional office space to accommodate growth; assist with any internal office space moves, seating plan moves, installation and maintenance of office equipment, etc. as needed
    • Coordinate and support set up of new work spaces in remote shared work or home locations; manage remote office space contracts
    • Manage general organizational archives and files; coordinate shredding as needed; oversee and catalog items in storage
  • Vendor relationship management:
    • Manage and optimize budget for administrative and office functions, including obtaining quotes, tracking and submitting vendor invoices and corporate credit card charges for payment each month, and maintaining all annual contracts (technology, facilities, services)
  • Technology support:
    • Ensure seamless technology support by liaising with PCDC’s managed IT service provider and managing relationships with all external technology providers to ensure that all computers, phones and meeting room technology function properly, information is secure and staff technology needs are met
    • Participate in regular strategy and budget meetings with IT managed service provider
    • With IT service provider, maintain computer inventory and facilitate new IT equipment upgrades and purchases as necessary
    • Research broad organizational technological needs and make recommendations for and implement upgrades
    • Collaborate with other office administrators and assist managed IT service provider with org-wide IT projects, implementations and administration
  • Human Resources support:
    • Communicate regularly and proactively with staff regarding office procedures, service outages, and other office or admin related information that impacts employee productivity
    • Ensure smooth onboarding and offboarding for employees; prepare workspace, gather supplies and set up technology equipment for new hires; conduct new hire orientation/training, including site tours, introductions to PCDC staff, overview of PCDC policies and practices, time-keeping and security set up; collect and process new hire paperwork
    • Create and maintain employee personnel records
    • Maintain employee emergency contacts and disseminate to staff semi-annually
    • Manage proprietary time keeping system, including biweekly approvals and reporting as required
    • Assist in planning and logistics of staff meetings, on-site events, annual staff events
  • Reception:
    • With administrative team, receive and direct incoming phone calls and play a key role in the overall effectiveness of PCDC’s phone responsiveness
    • Create a welcoming environment by maintaining an inviting reception area, and when seated in reception area, greeting guests upon arrival and notifying the appropriate colleague of their guest’s arrival
    • Receive and distribute all inbound mail and packages; handle outgoing mail and packages; manage accounts with couriers/shippers
  • Other:
    • Review and update administrative and operational procedures, including office Operations Manual
    • Provide administrative and logistical support for various special projects
    • Other tasks/assignments/special projects as needed
  • Required Experience, Education & Skills
    • Bachelor’s degree and at least 2 years of relevant experience in an administrative or office management role, or the equivalent combination of education and experience
    • Strong organizational skills, strong problem solving and project management skills, ability to deliver proactively, independently, and under pressure
    • Excellent time management skills, ability to handle multiple tasks effectively with frequent interruptions
    • Excellent written and verbal communication skills
    • Strong interpersonal skills and ability to work effectively with staff across departments
    • Interest and experience in using technology to improve work efficiency; must be experienced in using internet and computers, comfortable with basic set-up and trouble-shooting
    • Proven mastery of Microsoft Office applications (preferably Office 2016/Office 365) including Outlook, Word, Excel and Power Point; Adobe Acrobat; ability to learn new applications

To Apply

We offer a competitive salary and comprehensive benefits package. For immediate consideration, please email your cover letter, resume, salary requirements and available start date to: employment@pcdc.org with “Office Manager” in the subject line.

The Primary Care Development Corporation (PCDC) is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender, gender identity or expression (including transgender status), sexual orientation, national origin, ancestry, citizenship status, age, disability or handicap, veteran status, marital status, pregnancy, genetic information or any other characteristic protected by applicable law.