Office Manager (US)

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.
Your Responsibilities
Facilities & General Upkeep: 

• 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 Relationship & Contract Management: 

• 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.

Front Desk & Visitor Experience (NY): 

• 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 Planning & Culture: 

• 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.

HR Support & Onboarding: 

• 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.

Communication & Multi-Site Coordination: 

• 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.

Your Profile

• 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: Exceptional written and verbal communication skills, strong interpersonal skills, and the ability to handle sensitive information with total discretion.
• Collaboration: A positive, proactive attitude with the ability to work seamlessly both independently and as part of a team.

Join our mission, join our team – and grow with us!

At Raisin, we care about each other and it is one of our top priorities to foster an open and caring environment in which everyone feels welcome and comfortable. Our culture is strongly driven by our ambitious team, which connects more than 75 different nationalities.

As part of our team, you will benefit from

Raisin US

• Flexible working hours and up to 28 days PTO accrued from your first month, plus 13 public holidays.
• Employee Development Budget of $2,200 and 4 full training days per year.
• Company 401k contribution of 5%.
• Healthcare coverage contribution, including medical, dental and vision.
• Commuter benefits and flexible working from home policy.
• Regular team events and yearly Summer and Winter Party.