An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
Not Your Average Office Job Are you a master multi-tasker who thrives when things get fast-paced? We are seeking a dynamic, highly organized Operations Manager to lead the daily operations of our 396-unit, six-building self-managed cooperative in Jackson Heights/East Elmhurst . This isn't just an administrative role—you are the heartbeat of our community. You will serve as the primary liaison between the Board of Directors, shareholders, mortgage banks, residential service staff and contractors. If you are a proactive problem-solver who can pivot from financial reporting to real estate closings without breaking a sweat, we want to hear from you. You will manage the office and the operations on and of our Property.
Key Responsibilities Community & Board Leadership:
Act as the lead for Board interactions, coordinate meetings, and maintain seamless communication with residents and shareholders. Lead on hospitality based building management.
Real Estate & Financial Operations:
Support apartment sales, coordinate real estate closings, and work directly with mortgage banks.
Financial Oversight:
Process invoices and payments, manage receivables, assist with budget preparation/tracking, and handle municipal filings.
Project Management:
Oversee building renovations, repairs, local law compliance, preparation for Board meetings, and community events (including occasional weekend or after-hours needs). Manage and facilitate community signage and communications in support of projects.
Daily Administration:
Manage office logistics, maintain accurate databases, respond to high volumes of calls, emails/repair requests, and prepare prerequisite documents for monthly maintenance statements. Maintain Office, conference room, supplies and administrative logistics. Coordinate with Vendors, stakeholders and back office. Coordinate Mailings and Notices to Shareholders and external parties. Post Office and Office Package Coordination. Provide high-touch customer service to a diverse shareholder population, ensuring all residents—including those requiring additional patience or assistance—receive professional and compassionate support. Are You the Right Fit? This role requires a rare blend of grit, customer service excellence, and technical precision. You must be able to handle a demanding, high-volume environment where priorities shift by the minute. This is a high pace environment. You will be primarily working in an office, in-person.
Required Qualifications:
Proven Experience:
Prior experience as an Office Manager or Administrative Assistant is essential.
Technical Savvy:
High proficiency in Google Workspace (Gmail, Docs, Sheets, Google Apps Script/Autocrat , Microsoft Office Suite , Zoom, USPS Click and Ship, and project management software). Must be able to prepare manuals and binders in both digital and analog form, including being able to manage spreadsheets, scan and file documents in both analog and digital formats.
Communication:
Exceptional writing and interpersonal skills; you must be comfortable dealing with diverse personalities and high-pressure situations.
Logistics:
Experience with mail merge and document automation is required.
Language:
Bilingual skills are a significant plus.
Compensation & Schedule Salary:
$63,000.00 - $65,000.00 per year.
Type:
Full-time, In-person.
Schedule:
8-hour day shifts, Monday to Friday, with some evenings and weekends as needed for major deadlines and community projects. "On-Call" availability in case of Emergencies.
