Office Manager

Team

The Office Manager is a key role within the organization, responsible for ensuring the efficient and effective operation of the office. This position involves managing a wide range of administrative and operational tasks, maintaining a productive office environment, and supporting both management and staff. The Office Manager also plays a crucial role in contract negotiations with vendors and service providers, ensuring favorable terms that align with the company’s needs and budget.

• Daily Maintenance:
  Maintain complete ownership of the physical office spaces in both NY and UT, ensuring all areas (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.
• Mail & 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 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.

• 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 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.

• 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.

• 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.

• 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.

• 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:
  E…