Office Manager

Office Manager, NY

Role location:
New York.

Westpac Institutional Bank ("WIB") is Australia’s leading institutional bank, managing the financial needs of corporate, institutional and government clients. We are a leading provider of wholesale banking services in our region, with an increasing presence in the Northern Hemisphere.

As Office Manager, you will play a key role in ensuring Westpac's New York office operates efficiently and provides a positive experience for employees, clients and visitors. You will coordinate day‑to‑day office operations, facilities, workplace services and administrative activities while supporting the COO, Americas and broader business. Acting as a central point of contact, you’ll work closely with employees, vendors, building management and regional stakeholders to maintain a safe, professional and well‑functioning workplace.

The role is expected to maintain an in‑office presence of four days per week.

• Act as the primary point of contact for day‑to‑day office operations, ensuring the New York office remains safe, professional and well kept.
• Coordinate office facilities, maintenance requests, vendor services and building management activities.
• Support workspace readiness, office moves, seating changes and the upkeep of shared areas, meeting rooms and office equipment.
• Maintain office supplies, pantry stock and general workplace resources.

• Provide administrative support to the COO, Americas and act as backup support to the Executive Assistant for the Regional Head, Americas as required.
• Coordinate internal meetings, events and office logistics.
• Maintain office records, contact lists, seating plans and other workplace documentation.
• Support internal communications relating to office operations and workplace matters.

• Coordinate onboarding and offboarding activities, including workspace preparation, building access and security passes.
• Support employment verification processes, including I-9 documentation requirements.
• Assist employees with workplace services and coordinate solutions with internal teams and external providers.

• Support vendor onboarding and maintain supplier records in internal systems.
• Assist with invoice processing, expense management and facilities related cost tracking.
• Monitor service delivery and follow up on vendor requests to ensure timely resolution.

• Support workplace health and safety activities, emergency preparedness requirements and office readiness initiatives.
• Maintain first aid and contingency supplies and escalate workplace issues where required.
• Provide administrative support for business continuity and resilience activities, including coordination, documentation and logistics support during events.

• Identify opportunities to improve office operations, administrative processes and the overall employee workplace experience.

Westpac in NY offers a comprehensive range of benefits including flexibility, various leave entitlements, generous annual leave with purchase options, 100% employer‑funded Private Medical Insurance and participation in a 401(k) plan with profit‑share contributions. Fixed compensation for this position is between $90,000 – $110,000 plus bonus.

• Experience in office management, workplace coordination, facilities administration or a similar role.
• Strong organisational skills with the ability to manage multiple priorities in a fast‑paced environment.
• Experience coordinating vendors, service providers and workplace operations.
• Strong communication and stakeholder management skills.
• High attention to detail and a proactive approach to problem solving.
• Experience with expense management, procurement or invoice processing systems is advantageous.
• Proficiency in Microsoft Office applications.

As an equal opportunity employer, we are proud to have created a culture where people can be their best, in an environment that values diversity and flexibility.