Office Manager

This is a Full Time Job

Summary
The Office Manager is responsible for overall operation, functionality, and employee experience of the company's New York City headquarters across two buildings. This role balances facilities management and workplace operations with employee and visitor experience, ensuring both locations are safe, efficient, well-maintained, and welcoming. The ideal candidate is equally comfortable managing building infrastructure and supporting people in a fast-paced corporate environment. The Office Manager will be the central point of contact between management, employees, and external vendors to maintain a productive, organized, and compliant work environment.

Duties and Responsibilities
Facilities & Building Operations
Oversee daily facilities operations across two NYC buildings, ensuring consistency in standards and services
Serve as primary liaison with landlords, property managers, and building engineers
Manage maintenance, repairs, cleaning, security, utilities, and after-hours emergencies
Ensure compliance with fire/life safety, OSHA, and building regulations
Coordinate preventative maintenance programs and inspections
Manage access control, security protocols, and emergency preparedness

Employee & Visitor Experience
Create and maintain a high-quality, professional and welcoming employee, visitor, and client experience across both offices
Serve as a key point of contact for employees regarding office services and workplace needs
Oversee reception, mail, shipping, and delivery operations
Support onboarding and offboarding logistics, including workspace setup and access
Plan and coordinate office meetings, events, and employee engagement initiatives
Support executives and teams with scheduling meetings, and catering meals

Vendor, Budget & Asset Management
Manage vendor relationships and contracts supporting both facilities and office services
Track budgets, approve invoices, and monitor expenses across both buildings
Maintain inventory of furniture, equipment, and office supplies

Cross-Functional Collaboration
Partner with HR, IT, Finance, and Security on workplace initiatives
Maintain office policies, procedures, and documentation according to company standards
Provide administrative or executive support as needed
Identify process improvements to increase efficiency and productivity

Supervisory Responsibilities
The Office Manager directly supervises two employees. The Office Manager carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include but are not limited to:
Directly supervise and support the receptionist and day porter in their daily responsibilities
Assign, prioritize, and monitor daily tasks and workloads to ensure smooth office operations
Develop and maintain front-of-house and facility service standards
Train new staff and provide ongoing coaching and guidance
Conduct performance check-ins, evaluations, and provide constructive feedback
Address employee concerns, attendance issues, and minor disciplinary matters
Ensure professionalism, customer service standards, and workplace conduct
Coordinate coverage during absences and peak activity periods
Communicate expectations clearly and ensure alignment with management goals

Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
Cooperation
Establishes and maintains effective relationships
Offers assistance and support to co-workers
Works cooperatively in group situations
Works actively to resolve conflicts

Adaptability
Able to work around unexpected changes of circumstance or workload
Modifies a planned course of action based on new circumstances
Changes communication style to achieve the best results

Functional
Looking for ways to improve and promote quality service and amenities
Demonstrates accuracy and thoroughness
Exhibits tact and consideration when communicating
Active listening

Team Orientation
Fosters team cooperation
Understands team roles and responsibilities
Supports group problem solving
Acknowledges team accomplishments

Qualifications aka KSAOs
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, the requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Bachelor's degree in business administration, management, or a related field (or equivalent professional experience)
3-5 years of experience in office management or administrative leadership, preferably in a multi-site environment
Demonstrated experience supervising and supporting administrative or facilities staff
Strong organizational and time-management skills with the ability to manage priorities across multiple locations
Proven ability to manage office budgets, expenses, and vendor relationships
Experience coordinating facilities operations, maintenance, and health & safety compliance
Proficiency in Microsoft Office and office management systems (scheduling, records, reporting)
Excellent verbal and written communication skills
Strong problem-solving skills and attention to detail
Ability to handle confidential information with discretion and professionalism
Strong interpersonal skills with the ability to lead, motivate, and support staff
Ability to work independently and collaborate effectively with leadership and cross-functional teams

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to:
Stand
Walk
Lift and/or move up to 25 pounds from time to time

Acknowledgement
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Employees will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Applicants for employment in the U.S. must possess work authorization which does not require sponsorship by the employer for a visa.