Office Manager (US)

Your Responsibilities

• Facilities & General Upkeep:
• Daily Maintenance: Ensure all areas of the office (reception, kitchens, conference rooms, communal zones) are clean, organized, and professional.
• Supplies & Inventory: Proactively monitor, order, and restock all office and kitchen supplies, ensuring inventory never runs low.
• Mailing & Deliveries: Oversee the sorting, distribution, and tracking of all incoming and outgoing mail, packages, and freight.
• Room Management: Act as the gatekeeper for meeting spaces; manage room schedules, resolve booking conflicts, and ensure rooms are reset and well-equipped after every use.
• Maintenance Coordination: Act as the primary point of contact for all building management issues, repairs, and general upkeep, coordinating seamlessly with local NY handymen/property managers and arranging remote dispatch for UT.
• Vendor Relationship & Contract Management:
• Vendor Management: Lead contract negotiations with all office vendors, service providers, and contractors (cleaning services, IT support, food/beverage, HVAC) across both states to ensure favorable terms.
• Performance & Compliance: Evaluate proposals, compare offers, and conduct regular contract reviews and audits to ensure services are delivered to high standards.
• Front Desk & Visitor Experience (NY):
• Reception: Greet clients, candidates, and external vendors warmly, serving as the professional face of the company.
• Inquiries: Handle all incoming calls and general inquiries in a courteous, efficient manner.
• Financial Liaising: Assist with budget management by tracking office-related expenses and processing invoices with the finance team.
• Event Planning & Culture:
• Event Coordination: Plan, organize, and execute internal office events, happy hours, holiday parties, and team-building activities for both offices (collaborating with local UT stakeholders as needed).
• Meeting Logistics: Arrange catering, set up specialized equipment, and handle logistics for executive meetings, board meetings, and large-scale cross-functional gatherings.
• Culture: Promote a positive, inclusive, and collaborative office culture by maintaining a welcoming environment.
• HR Support & Onboarding:
• Onboarding: Assist HR with onboarding new hires, including physical workspace preparation, coordinating IT/equipment setup, and conducting office tours.
• Health & Safety: Enforce office policies, ensure health and safety compliance, manage emergency procedures, and oversee office security access keys/badges.
• Communication & Multi-Site Coordination:
• Cross-Office Liaison: Serve as the central communication bridge between NY office, management, staff, and the UT office to ensure operational alignment.
• Information Sharing: Maintain internal communication channels to ensure important facilities or office updates are shared effectively.

Your Profile

• Presence: Must be able to work on-site daily in the New York office (Monday–Friday).
• Experience: 3+ years of experience in office management, facilities management, or a high-touch hospitality operations role. Experience managing multi-site offices remotely is a major plus.
• Ownership Mentality: A proactive self-starter who doesn't wait to be told what to fix; you see a lightbulb out or a low coffee supply and handle it immediately.
• Professional Skills:
• Vendor & Negotiation Skills: Strong negotiation abilities with a proven track record of securing favorable terms and managing vendor relationships effectively.
• Organization & Detail: Excellent organizational and multitasking abilities, paired with a high level of attention to detail and sharp problem-solving skills.
• Communication & Discretion: Exceptional written and verbal communication skills, strong interpersonal skills, and the ability to handle sensitive information with total discretion.
• Collaboration: A positive, proactive attitude with the ability to work seamlessly both independently and as part of a team.