Office Associate, Facilities

Company Overview:

Since 1968, Brooklyn A has provided free legal services for low- and moderate-income individuals and families throughout New York City. Our clients live in rapidly gentrifying neighborhoods where many residents and small business owners have been displaced or are facing displacement and harassment. For over half a century, Brooklyn A has provided high-quality, low-barrier neighborhood-based legal services to individuals, families, nonprofit community-based organizations, community development corporations, coalitions, and small business owners, interested in developing and sustaining vibrant, healthy communities. Brooklyn A has three core departments —Preserving Affordable Housing (PAH), Consumer & Economic Advocacy (CEA), and Community & Economic Development (CED)—each of which has unique initiatives and plays a vital community role to ensure basic needs are met and fundamental rights affirmed.

Position Summary:

The Office Associate is a cross-functional role that will be responsible for general operations including working with building staff/external vendors to address facility needs such as providing support for office repairs, ordering supplies, managing equipment, and coordinating with vendors to address facility related (i.e., air conditioning/heating, plumbing. electrical, etc.) issues.

The Office Associate will primarily be responsible for:

• In coordination with the COO, work with building and office vendors to ensure coordination of work and maintenance orders are completed in a timely manner;
• Liaise with office service vendors for printers, mailing machines, telephone systems, etc., to schedule repairs, general maintenance, and inspections;
• Provide front desk support by greeting visitors and advising the appropriate party of their arrival and answering, routing or otherwise responding to internal and external phone calls, as needed.
• Conduct new client intakes, as needed, provide referrals, and ensure appropriate data entry into database (LegalServer);
• Input data into client database to include but not limited to closing cases, entering client and case/referral information provided;
• Manage office mail to receive, sort, scan, and distribute official documents and mail addressed to the office, prepare for postage/shipping outgoing mail and courier packages, and manage inventory of shipping supplies and labels (e.g., FedEx and USPS);
• Performing routine office support functions, including printing, scanning, data entry into database as needed.
• Coordinate with IT service provider to ensure staff needs are met for computer issues (laptops and desktops); troubleshoot computer issues when possible; and
• Provide coverage for other areas as directed/needed;

A successful candidate will have:

• A minimum of 2-4 years facility and/or office admin work experience.
• Proficiency in technical operations and knowledge of facilities management best practices.
• Basic skills for assembling furniture and performing minor repairs and able to perform tasks involving lifting, bending, and standing for extended periods.
• Excellent interpersonal skills and demonstrated ability to effectively communicate with individuals from diverse backgrounds, local organizations, and people in crisis; 
• Must be able to operate standard office equipment including ability to use multi-line telephone system;
• Must have excellent writing and verbal communications skills, bi-lingual in English/Spanish (oral and written) preferred; 
• Proficiency with MS Word, Excel and PowerPoint and other standard data management systems (including client database system) required, related certifications a plus; 
• A demonstrated positive, professional attitude to technical challenges and providing desktop computer support;
• Strong reporting and recordkeeping skills, including the ability to synthesize lots of quantifiable and qualitative data into clear, plain language and readable charts and checklists; 
• Must be able to work strategically within a team structure as well as independently, multi-task and work under tight deadlines; 
• Dependability, good time management and organizational skills and be attentive to detail; and
• Thorough commitment to Brooklyn A’s mission. 

Compensation & Benefits

Annual salary is $52,300-56,700 depending on years of experience. Great benefits package such as, employer paid health insurance; 27 days annual vacation, employer 4% contribution to 401(k); and paid parental leave. This is an in-office position.

To Apply

If you are interested in this position, you must submit your resume and a cover letter telling us why your experiences would make you a good fit for this role.

Brooklyn A is a diverse team that is committed to recruiting, supporting, retaining, and promoting talented staff with diverse backgrounds and experiences that share the organization's commitment to racial, economic and social justice. At Brooklyn A, diversity encompasses a variety of characteristics, lifestyles, and perspectives, including race, ethnicity, national origin, religion, gender, sexual orientation, gender identity, age, education, disability, socio-economic status, and family status. We firmly believe that a diverse, equitable and inclusive environment is essential to both the quality of our client services and the personal satisfaction of our staff.

We encourage applicants of diverse backgrounds to apply, including women, people of color, immigrants, people with disabilities, LGBTQ people, people from low-income backgrounds, and with lived experiences in the communities we serve. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sexual orientation, gender, gender identity, age, physical disability, or length of time spent unemployed.