Office Manager

Title: Office Manager (Bookkeeping & Events Manager) 

Salary: $65k-75k/Year 

Schedule: Fulltime (40 Hours/Week). Onsite. Flexible Hours. 

Supervisor: BOT/Executive committee 

Location: 300 Hillside Ave., New Hyde Park, NY 11040 

ORGANIZATIONAL BACKGROUND 

Hillside Islamic Center was established to serve the best interests of Islam and the Muslims in and around New Hyde Park, NY area. The center serves as a source of guidance for Muslims practiceing Islam and carry out Islamic programs and projects in accordance with the guidelines of the Qur’an and Sunnah. We aim to provide the entire spectrum of Islamic activities, including, but not limited to religious, social, physical, spiritual and educational. We strive to promote friendly relations and understanding between Muslims and non-Muslims in accordance with the Islamic tradition through cooperation with other organizations on a town, county, and state level for the benefit of humanity through the propagation of Islamic values. 

POSITION SUMMARY 

The Office Manager, Bookkeeping & Events Manager is responsible for the organization and maintenance of all office operations and procedures while supporting staff administratively for Events Management. This position requires attention to detail, time management skills, the appreciation of a fast paced team, multi-tasking, and an enjoyment of creating and maintaining a pleasant work environment at Hillside Islamic Center. 

JOB DESCRIPTION 

The Office Manager, Bookkeeping & Events Manager will work directly under the supervision of HIC’s BOT and Executive Committee. Responsibilities include but are not limited to all aspects of weekly bookkeeping, document preparations, staff administrative support, office and facility maintenance. The Office Manager, Bookkeeping & Events Manager is the first point of contact for scheduled visitors and in charge of making sure that everyone is welcomed, by offering an upbeat and friendly environment. Multi-tasking while maintaining focus and work quality is crucial. This job requires prior experience as an Office Assistant and/or Events Manager, preferably in a Non-profit Organization. Candidates for the job should be able to handle any situation that may arise during work, over the phone or in person. Candidates should be able to maintain office services by organizing office operations, events and procedures, prioritizing tasks, preparing payroll, controlling correspondence, designing filing systems, and procuring supplies as needed. Candidates should be proactive in keeping track of things and act professionally in accordance with the Qur'an and Sunnah and observe ethical boundaries. Candidates for the job should be humble enough to deal with all members of the community, teaching and non-teaching staff and volunteers of HIC.

RESPONSIBILITIES 

Office Manager, Bookkeeping: 

• Organize office operations and procedures. 
• Conduct basic bookkeeping tasks, from processing checks, to invoicing, following up with vendors, to entering data in accounting software. 
• Respond to outside information inquiries and manage relationships with vendors, including price negotiations. 
• Manage executive and office schedules, calendars, appointments and expense submissions.
• Manage staff and volunteers job postings, onboarding, and exit paperwork.
• Maintain and order office equipment, computers, and supplies; assist with minor IT questions.
• Responsible for coordinating maintenance of the facility via custodian or hired third party (plant watering, winterization, kitchen cleanliness, bathrooms, prayer space, storage, etc.). 
• Supervise HIC facility and coordinate with staff and vendors for all needs of building utilities such as internet, electricity, gas, water, sewage, etc. 
• Respond to the security and fire alarms at HIC. 
• Handle customer inquiries and complaints, including monitoring daily phone calls.
• Aid with mosque financial activities, such as collecting donations, depositing, following up on pledges, receivables and bank deposits and some basic bookkeeping. 
• Manage facility space keys request and allocations. 
• Inspection of prayer spaces one hour ahead of scheduled prayers to ensure that cleaning was performed.
• Update Fundraiser Spreadsheets with payment information from donors pledge and email receipt.
• Process payroll using Excel, QuickBook, service invoices, check requisitions, and petty cash reimbursement/requisitions. 

Events’ Management: 

• Event planning and management activities (Scheduling, Logistics, Arrangements, Decoration, etc.)
• Make reservations and provide and ensure adequate supplies for community events.
• Monitoring/maintaining media room, technology, and online media accounts. Recording of events for posting on various social media platforms or livestreaming them. 
• Assist in organizing events: such as funerals, marriage officiation, community dinners, Ramadan, Eid, etc.
• Coordinate with custodian to order supplies and maintain inventory. 
• Schedule inspections for, elevator, fire extinguisher, fire sprinklers, and fire alarm 
• Schedule seasonal HVAC maintenance or service calls 
• Update parking lot and building lights timer 
• Handle any town documents/appointments or any other tasks assigned by the Executive Director or Executive Committee. 
• Any other tasks the Executive Committee of Director assigns or as needed. 

QUALIFICATIONS 

• Must be fluent in English (written and oral communication). 
• Minimum Associate degree is required and relevant University education is preferred.
• 2+ years of office administration field experience in the setting of a non-profit Islamic organization required. 
• Basic Computer Skills a must, such as MS Office tools: Word, Excel, PPT and Outlook and/or Google products. 
• Must be an energetic professional able to operate on multiple tasks 
• Strong work ethic, extreme attention to detail, and experienced in a wide range of administrative and executive support related tasks 
• Able to work independently with little or no supervision 

COMPENSATION 

Negotiable, depending upon the experience of a non-profit Islamic organization. HIC provides vacation and discounts for staff and family members. Conducive Islamic work environment with daily Salah at HIC. 

Send Resume & Cover Letter: 

info@hicny.org