Office Manager

The Role

This multifaceted operations and facilities role serves as the cornerstone of workplace excellence, combining hands-on facility management with exceptional front-of-house hospitality. You'll oversee the seamless day-to-day functioning of office environments—from creating a welcoming experience for guests, clients, and team members to maintenance coordination and safety compliance. Beyond keeping spaces operationally sound, you'll serve as a partner to leadership through event coordination, administrative support, and thoughtful workspace planning. Success in this position means balancing tactical execution (work order management, inventory control, budgeting) with relationship-building across internal stakeholders, vendors, and building management—all while ensuring the workplace consistently feels organized, safe, and ready to support the agency’s mission.

Operations & Facilities Management

Serve as the primary point of contact for internal stakeholders, guests, clients, and business partners, delivering a best-in-class experience
Conduct office orientations, tours, and maintain the master employee roster
Manage desk assignments, space planning, and conference room scheduling and setup
Manage MADs (Moves, Adds, Departures) for NY and for additional offices throughout the US
Oversee daily office and facilities operations, maintaining a safe, clean, and welcoming environment
Conduct routine facilities checks, including weekly walkthroughs and monthly vendor QA reviews
Support maintenance needs across lighting, HVAC, plumbing, and minor repairs
Own work order management ensuring timely resolution and follow-up
Manage Office Safety Team (OST) nationally which includes trainings, emergency drills, first aid and AED maintenance, quarterly meetings
Project manage office upgrades and expansions to include budget management
Ensure storage closets are regularly maintained and organized
Manage daily janitorial operations and day porter services, including routine custodial tasks and special cleaning projects
Order staff nameplates for all US offices
Work regularly with building management staff
Front-of-House Excellence

Event & Administrative Coordination

Coordinate internal events and meetings, including vendor management, catering, and all required documentation (COIs, NDAs, etc.)
Provide administrative and operational support to leadership, including the CEO and Executive Assistant when required
Handle incoming/outgoing mail, shipping logistics, and courier coordination across offices
Assist with swag inventory and orders
Assist with A/V setup and troubleshooting for meetings and events Supply & Budget Management
Manage office supplies, kitchens, and common areas—ensuring spaces are consistently stocked, organized, and presentation-ready
Assist with special events to include planning, F&B ordering, set up and take down, florals, and overall event management
Support facilities budgeting and assist with expense tracking, including P-Card reconciliation

Qualifications

• Proven experience managing office operations in a mid-to-large sized, fast-paced, professional environment
• Strong organizational and multitasking skills with high attention to detail
• Ability to remain calm and effective under pressure while managing competing priorities
• Excellent written and verbal communication skills
• Demonstrated professionalism handling sensitive and confidential information
• Strong interpersonal skills with a proactive, solutions-oriented mindset
• Proficiency in Microsoft Office Suite
• Demonstrated ability working with all levels of management, executives, clients, staff, and the public
Bonus Points:
Experience with office and facilities systems (e.g., Envoy, Zendesk, Angus, or similar platforms)
Experience supporting OPEX budgets and expense tracking
Workplace management background
First Aid/CPR/AED certification (or willingness to obtain
Physical Activity:
Walking, reaching with hands and arms, stooping, kneeling, lifting, crouching and crawling
Able to lift, carry, push, pull up to 40lbs. without issue