Office Manager

KEY RESPONSIBILITIES/ OUTCOMESOffice Operations & Facilities Management

• Oversee daily operations of the New York office to ensure a positive and efficient workplace environment.
• Serve as the primary point of contact for building management, office vendors, service providers, and maintenance requests.
• Manage office supplies, kitchen inventory, office equipment, and workplace amenities.
• Coordinate office space utilization, conference room management, and visitor reception processes.
• Ensure office common areas remain organized, professional, and aligned with company standards.
• Manage incoming and outgoing mail, packages, and deliveries.

• Provide administrative support to leaders and cross-functional teams as needed.
• Coordinate calendars, meetings, conference room scheduling, and travel arrangements.
• Prepare presentations, reports, agendas, meeting materials, and correspondence.
• Process expense reports, invoices, purchase requests, and administrative documentation.
• Maintain departmental files, records, contact lists, and filing systems.
• Assist with special projects and other assignments as requested.
• Support merchandising, planning, and cross-functional teams with administrative coordination activities.
• Assist with organizing product samples, showroom materials, and merchandising resources.
• Coordinate vendor meetings, team meetings, and cross-functional business reviews.
• Track and distribute packages, samples, and shipments received for merchandising teams.
• Organize and maintain merchandising documentation and shared departmental resources.
• Support preparation and distribution of reports, presentations, and project materials.

• Coordinate onboarding logistics for new hires including workspace setup, equipment requests, office supplies, badges, and welcome materials.
• Partner with HR, IT, and Facilities to ensure a seamless onboarding experience.
• Support employee engagement initiatives, office celebrations, team meetings, and company events.
• Assist with coordinating training sessions and office-wide communications.
• Maintain relationships with office vendors and service providers.
• Assist with invoice processing, vendor payment tracking, and budget administration.
• Monitor office-related expenditures and maintain supporting documentation.
• Support contract renewals and vendor service coordination as needed.

• Create and maintain spreadsheets, trackers, and operational reports.
• Compile data and generate reports for leaders and departments as requested.
• Maintain accurate office records, policies, procedures, and documentation.
• Ensure confidentiality and proper handling of sensitive business information.

• Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Strong verbal and written communication skills.
• Excellent attention to detail and follow-through.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, Word, and Teams.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong problem-solving and customer service skills.
• Ability to work independently while supporting multiple stakeholders and deadlines.
• Professional demeanor with a collaborative and positive approach to supporting teams.

• Associate's degree preferred; equivalent work experience will be considered.
• Bachelor's degree is a plus.

• 3+ years of experience in office management, administrative support, executive assistance, or a similar corporate support role.
• Experience supporting multiple departments in a corporate environment preferred.
• Retail, merchandising, or corporate office experience is a plus.

• Ability to sit, stand, and move throughout the office for extended periods.
• Ability to lift and carry office supplies and packages up to 25 pounds.
• Ability to travel occasionally between office locations, vendor meetings, or company events.

The above statements are intended to describe the general nature and level of work performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and qualifications required of personnel so classified. Equal employment opportunities are provided to all employees and applicants for employment. Discrimination and harassment of any kind based on race, color, religion, age, sex, national origin, disability, genetic information, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law are prohibited.

This role requires sound judgment, discretion, and the ability to operate effectively in a fast-paced, multi-location retail environment. Responsibilities may change based on business needs.

CITITRENDS is an equal opportunity employer.