Office Services Manager

Company History: McAllister Towing has provided superior tugboat service to New York Harbor since 1864, when Captain James McAllister, great-grandfather to current president Brian A. McAllister, bought his first sail lighter to carry cargo from Manhattan to Brooklyn. Today, McAllister's tugs provide a wide variety of services to the busy ports of New York and New Jersey, serving the most concentrated and affluent consumer market in the world and handling a significant part of the 16 million tons of cargo that passes through the port every year. In addition to ship docking services and general harbor assist work, New York based tugs are regularly employed in offshore towing along the entire East Coast. 

McAllister is proud of its long history in New York Harbor and continues to provide its clients and customers with the highest quality service along the entire East Coast and Galveston, TX.

McAllister Towing is looking for an industrious employee who is eager to serve as the Office Services Manager.  The duties and responsibilities of the Office Services Manager are outlined below: 

Office Services Manager

Reports to: 

• The Office Services Manager is responsible and accountable to the Executive Vice President & General Counsel.

Supervises:

• Mail Clerk

Description of Duties:

The Office Services Manager oversees daily mailroom operations while serving as the first point of contact for visitors and callers, ensuring efficient mail distribution, professional guest reception, and secure facility access.

• Manage receipt, sorting, tracking, and distribution of incoming mail and packages.
• Oversee outgoing mail, courier services, postage systems, and shipping processes. This may include off-site drop-offs, postage purchases, or coordination with third-party shipping providers as needed.
• Ensure confidential and time-sensitive materials are handled securely.
• Transport materials, documents, packages, or equipment to other McAllister offices, vendors, legal partners, or other designated locations, including on an as-needed basis outside standard office hours. 
• Handle delivery and return of items purchased for office use or company needs, coordinating with staff as necessary.
• Greet and receive guests in a professional and courteous manner.
• Maintain visitor access in accordance with company security policies. 
• Has primary responsibility for managing the company’s main phone line (including answering, screening, and directing calls) and ensuring consistent coverage. This includes developing a plan for phone coverage during breaks, absences, or high-volume periods, with support from the Mailroom Clerk and other designated office staff as needed. 
• Order, store, and distribute office, cleaning, and kitchen supplies. 
• Ensure that all ordered supplies are properly stocked in kitchen areas and designated pantries. Maintain cleanliness and organization of these areas, either by coordinating with cleaning vendors or addressing issues directly as needed.
• Responsible for office hygiene and cleanliness, including coordination with cleaning vendors, exterminators, and deep cleaning service providers to ensure consistent maintenance and presentation of all common areas. 
• Maintain all photocopiers, fax machines, coffee machines, appliances and postage meters.
• Facilitate off-site storage, inventory, and record management requests.
• Ensure water, snacks and office supplies are available to employees on a continual basis.
• Coordinate workspace setup and fulfill reasonable employee requests for office furnishings, accessories, or ergonomic items (e.g., chairs, heaters, desk fans), ensuring availability and proper tracking of such items.
• Maintain a full-time, on-site presence at the company’s primary office, Monday through Friday, with occasional weekend work as needed.
• Supervise mailroom staff and maintain operational efficiency. 
• Other duties as assigned. 

Minimum Requirements:

• A High School Diploma or equivalent is required.
• Experience in mailroom operations, reception, or administrative support. 
• Strong customer service and communication skills.
• Ability to manage multiple priorities in a front-facing role.
• Strong supervisory, organizational, written, and verbal skills.
• Valid driver’s license.

Physical Requirements: 

• The ability to lift a minimum of 25lbs.
• The ability to operate a computer terminal.
• The ability to operate telephones and standard office equipment.
• The ability to drive to perform job-related deliveries and off-site errands, primarily during daytime hours.

Salary:

$60,000 - $75,000 a year. 

FLSA Status: 

• Non-Exempt

*This position description does not promise or imply that the functions listed are the only duties to be performed or that the position may not change or be eliminated. Employees are always expected to follow their supervisor’s instructions and to perform the tasks requested by their supervisors. 

It has been and will continue to be a fundamental policy of McAllister Towing not to discriminate on the basis of race, color, creed, religion, gender, gender identity, pregnancy, marital status, partnership status, domestic violence victim status, sexual orientation, age, national origin, alienage or citizenship status, veteran or military status, disability, medical condition, genetic information, caregiver status, unemployment status or any other characteristic prohibited by federal, state and/or local laws.

This policy applies to all aspects of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.