We're seeking a well-organized and flexible Office Manager to ensure that our NYC office runs smoothly, safely, and efficiently, coordinating and overseeing administrative office duties as part of our Office Management Team. This role manages a small administrative/support team, oversees facilities and vendor relationships in a Class A NYC office environment, supports executive and client hospitality needs, and ensures compliance with building, safety, and firm-specific protocols. The right candidate will be self-motivated and strategic with the ability to lead a small team.
Responsibilities:
Office & Facilities Operations
- Support and oversee daily operations of a 150-person office, ensuring a polished and professional environment
- Monitor housekeeping standards and maintenance needs, oversee conference room management and AV/tech readiness for client and board meetings
- Manage relationships with property landlord and facilities operations including securing access cards, freight operations, building requests and small repairs
- Coordinate office moves, seating charts, and space planning as headcount evolves
- Supervise the maintenance of office equipment, including coffee machines, appliances, furniture and other office repairs as needed
- Manage inventory of all office supplies and necessities, including food and beverage
- Coordinate sensitive HR administration and assist in the onboarding process for new hires and office transfers
- Plan and manage office events (holiday parties, town halls, client events) in coordination with HR/Marketing
- Assist and participate as needed in ad hoc activities and special projects with various departments
Team Leadership
- Manage a small office support team that is responsible for greeting and caring for the office, all visitors and employees
- Set schedules, coverage plans, and performance expectations for the office team
- Serve as the point of escalation for administrative issues across departments
- Provide administrative support as required to Office Leadership and work with global Office Management Team to ensure information flow and best practices
- Manage telephone coverage, mail, and general office administration
Vendor & Budget Management
- Own and manage NY office operating budget, including facilities, supplies, and vendor contracts
- Review and approve invoices; track spend against budget and identify cost efficiencies
- Liaise with Finance on expense coding and reporting
- Serve as key liaison for vendor relations, including existing food and beverage programs, stationery and office supplies, contractors and building management
- Manage vendor contracts (catering, cleaning, office supplies, courier, IT hardware support, plants/décor) including negotiating service agreements and managing vendor performance/SLAs
Compliance, Safety & Records
- Support firm's business continuity/emergency preparedness plans specific to NYC (e.g., severe weather, transit disruptions)
- Maintain compliance with NYC Fire Department (FDNY) occupancy/safety requirements, including fire drills and floor warden coordination
- Maintain office-related records, contracts, compliance documentation, and office specific policies and procedures
- Ensure compliance with NYC fire/life-safety codes, building access protocols and firm security policies
