Office Manager - Associate

About the Role

iCapital is seeking an Office Manager to join the Facilities team. This team is pivotal in crafting an inviting and enriching environment for iCapital's workforce. The ideal candidate is service-oriented with a focus on hospitality, excels in dynamic settings, and possesses exceptional written and verbal communication abilities. This position will contribute to the vitality of the office by coordinating the day-to-day operations and bolstering employee engagement initiatives.

Reporting directly to the Regional Facilities Manager, this role is key in ensuring a seamless workplace experience

Responsibilities

• Oversee daily office operations, ensuring efficiency, productivity, and a well-functioning workspace.
• Manage procurement processes, including planning orders around holidays, creating and tracking purchase orders and virtual cards, and streamlining workflows.
• Coordinate vendor management, including onboarding new vendors, maintaining records, negotiating contracts, and partnering with service providers to meet office needs.
• Develop and implement office procedures to optimize workflows and support operational excellence.
• Manage facilities operations, including maintenance, repairs, and collaboration with building management to ensure a seamless workplace environment.
• Track and replenish office inventory, including supplies, groceries, snacks, and new hire swag.
• Organize employee engagement initiatives, including office events, catered meetings, and culture-building activities.
• Support meetings and events by scheduling, coordinating logistics, and partnering with Executive Assistants and cross-functional teams.
• Provide administrative and operational support to leadership, the Regional Manager, and broader team, including special projects.
• Oversee onboarding support for new hires, including workstation setup and coordination with IT.
• Maintain employee records, office directories, and confidential information with a high level of discretion and data privacy.
• Manage office budgets, track expenses, and submit reports (Expensify, Coupa) to ensure alignment with financial guidelines.
• Ensure compliance with health, safety, and security protocols, including partnering with Risk Management and coordinating fire drills.
• Communicate office updates and initiatives to employees and maintain strong cross-team relationships.
• Stay informed of regulatory changes and office management best practices to continuously improve operations.

Qualifications

• Able to work in person, Monday-Friday, 8:00 AM - 5:00 PM (times may fluctuate due to facility needs)
• Strong time management and prioritization skills
• Proficient with Microsoft Office Suite and comfortable with learning new technology systems
• Friendly, approachable, and professional demeanor
• Able to maintain composure under pressure and exert passion and enthusiasm for your work
• Able to communicate across all levels of the organization in a personable and hospitable manner
• Proactive problem-solver with a penchant for implementing process improvements
• Organized, detail-oriented, and able to see the big picture
• Intelligent, quick learner, high level of integrity, and self-confident
• Demonstrate a collaborative spirit by actively engaging as a team player
• Present a professional appearance daily
• Able to work in an office and lift up to 40 lbs

Benefits

The base salary range for this role is $70,000 to $80,000. iCapital offers a compensation package which includes salary, equity for all full-time employees, and an annual performance bonus. Employees also receive a comprehensive benefits package that includes an employer matched retirement plan, generously subsidized healthcare with 100% employer paid dental, vision, telemedicine, and virtual mental health counseling, parental leave, and unlimited paid time off (PTO).

We believe the best ideas and innovation happen when we are together. Employees in this role will work in the office 5 days a week.

For additional information on iCapital, please visit  Twitter: @icapitalnetwork | Linked In:  | Awards

Disclaimer:

iCapital is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.