Office Manager, Albany

About the Open Space Institute 

The Open Space Institute is a national leader in land conservation and efforts to make parks and other protected land more welcoming for all. Since 1974, OSI has partnered in the protection of more than 2.5 million at-risk and environmentally sensitive acres in the eastern U.S. and Canada. OSI’s land protection promotes clean air and water, improves access to recreation, provides wildlife habitat, strengthens communities, and combats the devastating impacts of extreme weather.  

Position Overview 

The Office Manager plays a key role in supporting Program staff and the Albany office staff at the Open Space Institute (OSI), a satellite office of the organization’s headquarters in New York City. As the primary point of contact for visitors, guests, and staff, this position ensures smooth office operations and administrative support. The Office Manager is responsible for office management, program support, accounting and finance support, and general administrative duties including basic IT support, maintaining an organized and productive work environment. 

Primary/Essential Responsibilities & Duties 

Program Support 

• Process monthly credit card and expense account reports for the Parks, Stewardship, Executive, and External Affairs departments.
• Process invoices for Parks, Stewardship & External Affairs departments. Create new vendor forms for Finance.
• Process contracts for Parks, Stewardship & External Affairs departments.
• Manage individual project(s) financial reporting spreadsheets for Parks & Stewardship in the Parks Tracker or in Excel spreadsheets from Finance.
• Park Advocacy Day (annually) (e.g., coordinate meetings for groups, schedule meetings with legislators for the event, event location and coordination with vendors, material support)
• Provide Administrative support to programs.

Office Management / Reception 

• Manage the front entrance for staff, mail, packages, visitors, messengers, and service repair persons.
• Process billing and payment requests for office vendors
• Manage relationship with landlord and coordinate on remedies to any building issues
• Oversee procurement and oversight of office services (e.g., cleaning, office supplies, invoicing, and payment requests).
• Serve as principal administrative liaison to NYC office.
• Manage and answer incoming phone calls.
• Maintain office & breakroom cleanliness and purchase of office provisions
• Manage archive filing storage rooms.
• Coordinate and assist in logistical arrangements for virtual and in-person meetings and events, including scheduling, preparing materials, ordering food and beverages, arranging travel, and venue coordination.
• Provide general IT support as needed, including the setting up of videoconferencing technology in meeting rooms and partnering with the IT help desk to assist with the resolution of IT-related issues that arise within the office.
• Ensure that office technology and equipment, such as printers, are fully functional, coordinating with vendors for maintenance and troubleshooting.
• Assist in the management of the OSI office in New Paltz, including support with scheduling staff visits and maintenance (i.e. cleaning, mowing, heating).

Administrative Assistant/General office support, including:  

• Maintain the bi-weekly Staff Meeting facilitator and presentation schedules.
• Scheduling and booking of staff travel arrangements
• Assist with editing or creation of Word, PowerPoint and PDF documents.
• Assembles Board materials for Parks and Stewardship and takes committee meeting minutes (quarterly cycle).

This job description is not intended to represent a complete, comprehensive list of all duties and responsibilities that may be required in this position.  There may be unplanned activities and other duties as assigned. 

Required Skills 

• Organizational Skills: The ability to manage multiple tasks, maintain an organized work environment, and ensure smooth office operations is crucial. This includes handling administrative duties, managing relationships with vendors, and overseeing procurement and office services.
• Communication Skills: As the primary point of contact for visitors, guests, and staff, strong verbal and written communication skills are necessary. This includes managing incoming phone calls, coordinating meetings and events, and serving as the administrative liaison to the NYC office.
• Technical Proficiency: Familiarity with office technology and equipment, such as printers and videoconferencing technology, is important. Providing general IT support and ensuring that office technology is fully functional are key responsibilities.
• Attention to Detail: Ensuring accuracy in processing invoices, contracts, and financial reporting spreadsheets is essential. This skill helps maintain the integrity of financial and administrative records.
• Problem-Solving Skills: The ability to address and resolve issues related to office management, such as building maintenance and IT-related problems, is important for maintaining a productive work environment.
• Confidentiality: The ability to maintain the confidentiality of privileged information is crucial. This ensures that sensitive information is protected and handled with the utmost discretion.

Qualifications  

• Minimum of 3-5 years of prior experience in office management and general administrative support
• Undergraduate degree or equivalent work experience
• Commitment to OSI’s mission, vision, and values

Location & Physical Requirements 

• This position is based out of our Albany, NY office
• At least four days per week in office expected weekly, with flexibility to work from home one day, in accordance with business needs
• Frequently sits for long periods of time
• Frequently speaks, reads, writes and uses a computer keyboard
• May require occasional standing, walking, lifting, stooping, and bending

Please note: If you do not wholly meet the above qualifications but believe you are otherwise well-suited to meet the needs of this position, we encourage you to apply.