Office and Facilities Manager

Our client, a global private equity firm focused on healthcare industries, is seeking a Temporary-to-Permanent Office and Facilities Manager to join their New York City team. The Office and Facilities Manager will ensure the smooth running of the New York office by delivering all administrative and logistical tasks within the office and developing US office processes (including inventory management, negotiating office contracts, travel and expense processes). This individual will also play a key role in managing the office expansion (currently undergoing) through March 2027. Hours are 8:30am-5:30pm (flex needed), and this role requires someone to be on-site 5 days per week. Responsibilities: Office Management & AdministrationManage guest access.Manage contracts and relationships with all US suppliers, including but not limited to office building, corporate hotels, office supply providers, cleaners, etc.; handle first line negotiations, schedule management, etc.Ensure sufficient office / pantry supplies at all times and keeps both tidy and organized throughout the day. Manage inventory.Ensure tidiness and overall aesthetics of the NY office, to include purchasing new equipment and decorations as needed.Ensure the kitchen and all meeting rooms are always clean and presentable during the day.Support preparation and coordination of Friday team catered lunches.Manage all mail and deliveries (i.e., USPS, UPS, FedEx, etc.) by sorting, distributing, and posting mail and packages as needed.Prepare office for client meetings (i.e., schedule meetings, prepare conference rooms, etc.).Office Expansion Project SupportServe as on-the-ground point of contact for the NY office expansion, coordinating with landlords, architects, and contractors.Act as a conduit between contractors and the office/employees in order to communicate relevant updates.Coordinate move logistics as well as furniture/equipment installation related to the expansion.Apartment ManagementManage firm's NYC apartment, including management of the visitor schedule, cleaners, repairs, and overall apartment tidiness/aesthetic.Act as primary liaison with the apartment buildingTravel & Administration CoordinationLiaise with HR to ensure smooth entry of new joiners, including the meet and greet and office tour on Day 1.Provide general office administrative support.Handle special projects and other duties, as assigned.Finance & Accounting PartnershipIn partnership with the Accounting team, manage and provide (a) monthly supply expense reports for the New York office, (b) timely and accurate payment of relevant US invoices, and (c) the NY office budget (i.e., office supplies, refreshments and team events).Manage the US corporate credit card.Health, Safety & Facilities ComplianceEnsure compliance with all legal office requirements, to include (but not limited to) workplace safety (i.e., OSHA) and fire safety requirements.Serve as the office's point person for workplace safety programs, fire drills, and emergency preparedness plans.Maintain up-to-date records for building access, safety certifications, and vendor compliance documentation, including certificates of insurance for suppliers and contractors.Coordinate with building management on facilities issues (HVAC, security systems, maintenance requests).Own the office's emergency preparedness and business continuity plan, covering scenarios such as building closures, severe weather, and other workplace emergencies.Qualifications:Bachelor's degree preferred4-6 years of related administrative experience in a fast-paced corporate environmentExperience supporting an office expansion, move, or construction project a plusProficiency in Microsoft Office, particularly Excel and OutlookExcellent organizational skills with the ability to help create order and manage processes in a process-light environmentStrong multi-tasking and prioritization skills with excellent attention to detailExperience managing budgets, expense reporting, or corporate card reconciliationStrong communication skills, both written and verbalProactive, able to take initiative and proactively seek information needed to complete tasksTrustworthy, able to be trusted with confidential informationComfortable working across time zones and cultures with France-based colleagues"No task is too small" mentalityMust possess a mature and professional demeanorMust be able to lift 50 poundsCompensation / Benefits:Competitive base salary Annual bonus opportunityFully subsidized health benefits25 days of vacation per year (not inclusive of holidays) Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply. California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/ Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com. Benefits Information: Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings. We look forward to working with you. Beacon Hill. Employing the Future (TM)