Office Manager at Girl Scouts of Northern New Jersey

Riverdale, New Jersey, United States -

Full Time

Start Date

Immediate

Expiry Date

09 Jul, 26

Salary

65000.0

Posted On

10 Apr, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Facilities management, Property management, Vendor management, Project management, Budgeting, Space planning, Building maintenance, Security systems, Safety compliance, Inventory management, Communication, Collaboration, Microsoft Office, Logistics

Industry

Non-profit Organization Management

Description

Description The Girl Scout mission is to build girls of courage, confidence, and character, who make the world a better place. Behind every Girl Scout and volunteer is a team of local staff ready to help them earn that next badge, embark on a camping adventure, or organize an impactful service project. We are Girl Scouts of Northern New Jersey (GSNNJ) serving girls in grades K-12 in Bergen, Morris, Passaic, Sussex and Northern Warren counties. We bring the Girl Scout Leadership Experience to 19,000 girls and 10,200 adult members. It’s an exciting time to be at GSNNJ, and we’re looking for a Facilities Manager ready to play a key role in shaping the places where the next generation of leaders thrives. Position Summary: The Office Manager is responsible for the effective management, maintenance, and optimization of Girl Scouts of Northern New Jersey (GSNNJ) facilities across multiple council locations, including office sites, program spaces, and the DreamLab. This role ensures that council facilities operate safely, efficiently, and in alignment with the organization’s program and operational needs. The Office Manager oversees space utilization, storage management, vendor relationships, and property improvement projects while supporting staff across departments and locations. The position plays a key role in maintaining functional, welcoming, and mission-aligned environments for staff, volunteers, and Girl Scouts. Primary Responsibilities include: Facilities Operations & Property Management Oversee the day-to-day facilities operations of GSNNJ council offices, program spaces, and DreamLab locations. Coordinate preventive maintenance (landscaping, snow removal etc.), repairs, and building upkeep to ensure safe and efficient facility operations. Maintain facility standards related to safety, cleanliness, accessibility, and risk management. Own and maintain our building security systems, and train staff on any necessary protocols. Monitor facility systems and office equipment and coordinate service or repairs as needed. Coordinate with local departments to arrange fire drills and ensure all related equipment is up to date. Ensure compliance with safety regulations, council policies, and insurance requirements. Complete any pertinent paperwork as necessary. Space & Storage Management Manage workspace allocation, meeting areas, and shared spaces across multiple council offices in coordination with the Leadership team. Develop and maintain organized storage systems for council property, program materials, and operational supplies. Support departments with efficient space planning to optimize use of office and program areas. Coordinate logistics for equipment storage, distribution, and movement between council locations. Vendor & Contract Management Identify, contract, and manage vendors for facilities services including maintenance, repairs, cleaning, security, landscaping, snow removal and building systems. Obtain competitive bids for facility-related projects and services and manage vendor performance. Track vendor contracts, service agreements, and maintenance schedules. Coordinate vendor access and ensure work is completed on time and within budget. Property Improvement & Facilities Projects Manage facilities improvement projects including office updates, renovations, and program space enhancements. Coordinate projects related to DreamLab and other program spaces to ensure they support program delivery and community engagement. Develop project scopes, timelines, and budgets for facility upgrades. Collaborate with leadership and the Ranger team on strategic property improvements across council locations. Cross-Department Collaboration Partner with staff across departments to support operational needs related to facilities, events, and workspace requirements. Work closely with Program, Membership, Community Engagement, Retail, Product Program and DreamLab teams to ensure facilities support programming needs for girls and volunteers. Provide responsive support to staff inquiries related to facilities, storage, and workspace needs. Coordinate facility logistics for internal meetings, staff gatherings, and council events. Administrative & Operational Support Maintain facilities documentation including maintenance records, vendor contracts, and inventory lists. Assist with facility budgeting and cost tracking for maintenance and improvement projects. Support operational planning related to facilities growth and space needs. Manage centralized purchases for operational continuity for council and different departments. Other duties as assigned. We are proud to offer a comprehensive benefits package to support the health and overall well-being of our employees. Benefits for our full-time employees include medical, dental, and vision insurance; a 401k retirement plan with an employer match; paid time off for vacation, sick days, and holidays with offices closed for winter holiday break; parental leave benefits, life, disability, accidental and critical illness insurance; legal and pet insurance; employee assistance program, professional development opportunities; flexibility and a supportive and inclusive work environment. Requirements Minimum 4–6 years of experience in facilities, property, or operations management, preferably overseeing multiple locations. Bachelor’s degree in Facilities Management, Business Administration, Operations, or related field preferred; equivalent experience considered. Experience managing vendors, service contracts, and facilities projects. Strong organizational and project management skills with the ability to prioritize multiple initiatives, preferred. Excellent communication and collaboration skills with the ability to work across teams and departments. Proficiency in Microsoft Office and facilities or inventory management systems. Valid driver’s license and ability to travel between council locations. Ability to lift physically heavy objects and to work continuously under varying weather conditions. Membership in GSUSA is required upon employment and annually thereafter (cost covered by the council). Ability to work a flexible schedule including some evenings and weekends. Ability to travel to GSNNJ properties as required. Girl Scouts of Northern New Jersey is an Equal Opportunity Employer, drug-free workplace, and complies with ADA regulations as applicable.

Responsibilities

The Office Manager oversees the maintenance, safety, and optimization of multiple council facilities, including office sites and program spaces. They are responsible for managing vendor relationships, coordinating property improvement projects, and ensuring efficient space utilization across all locations.