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Manager- Offices Services
About the position
The Office Manager will oversee the day-to-day operations of our New York and New Jersey offices ensuring a productive, safe, and well-maintained work environment. Maintains responsibility for the office environment and supports team's needs, coordinates facility maintenance, and manages administrative tasks, while optimizing resources within a lean budget. Problem-solver who thrives in a fast-paced setting and can balance multiple priorities with a hands-on approach.
Responsibilities
- Manages daily office activities, including vendor coordination, supplies inventory, and mail distribution.
- Serves as the primary point of contact for employees and external partners regarding office-related inquiries.
- Develops and implements office policies to enhance efficiency and ensure a professional environment.
- Oversees maintenance of the 180,000 sq ft office space, including coordination of repairs, HVAC, plumbing, and electrical systems with external contractors.
- Conducts regular inspections to identify maintenance needs and ensure compliance with safety regulations and NYC building codes.
- Manages relationships with cleaning crews, security, and other service providers to maintain a clean and secure workspace.
- Negotiates cost-effective contracts with vendors to align with budget constraints.
- Tracks office-related expenses, ensuring spending stays within allocated limits.
- Sources affordable solutions for office supplies, equipment, and repairs without compromising quality.
- Handles basic bookkeeping tasks, such as processing invoices and tracking payments.
- Uses office management software to streamline tasks and improve workflows.
- Leads support team and assists with onboarding new associates, including setting up workstations and coordinating access.
- Plans and executes office events, meetings, or team-building activities as needed.
- Addresses associate concerns related to the office environment promptly and professionally.
- Oversees NJ office and manage the NJ part time office supervisor. Visits NJ office in Lyndhurst, NJ, as required.
Requirements
- 3-5 years of experience in office management, facilities coordination, or a related role, preferably in a large office environment (50,000+ sq ft).
- Proven ability to manage office operations and maintenance tasks efficiently.
- Strong understanding of building systems (e.g., HVAC, electrical, plumbing) and experience coordinating with contractors.
- Excellent organizational and multitasking skills, with a keen eye for detail.
- Budget-conscious mindset with experience negotiating vendor contracts.
- Proficient in Microsoft Office Suite, Google Workspace, and office management software (e.g., Asana, Trello, or similar).
- Knowledge of NYC building regulations and safety standards is a plus.
- Strong communication and interpersonal skills to collaborate with staff, vendors, and building management.
- Ability to work independently, prioritize tasks, and adapt to changing needs.
- Bachelor's degree in business administration, facilities management, or a related field preferred (or equivalent experience).
Nice-to-haves
- Knowledge of NYC building regulations and safety standards is a plus.
Benefits
- Physical Requirements - Ability to walk and inspect large office spaces, lift to 25 lbs., and occasionally work outside regular hours for maintenance or emergencies.
- Travel may be required, based on business needs.
- Adhere to regular in-office presence, including to engage in in-person team interaction, meetings and collaboration.
- Job duties may be performed effectively using the hybrid work program designated by the company.
