Manage the office’s physical space, vendors, maintenance, supplies, expenses, visitors, onboarding logistics, events, and employee experience. Partner with HR, IT, Finance, Real Estate, Design, and People Operations on administrative support and special projects. Ensure the office remains polished, functional, welcoming, and guest-ready while coordinating new hire setup, compliance logistics, meetings, and culture initiatives.
About the Company
At Flow, we’re reimagining what it means to live, work, and connect. More than just a real estate company, Flow is a brand, a technology platform, and an operations ecosystem spanning condominiums, hotels, multifamily residences, and office spaces. We’re building a new kind of living experience: one that’s flexible, connected, and designed to create genuine community and real value for the people who call Flow home.
Our mission is oneness: prioritizing our residents and their experiences, and fostering connection with ourselves, their neighbors, and the natural world. By putting people at the center of everything we do, we’re creating vibrant, human-centered communities where life, work, creativity, and play all come together in one place.
About the Role:
You are the operational backbone of your office. Your job is to make sure the space runs seamlessly, every person who walks in feels taken care of, and nothing falls through the cracks. You are the first and last line of defense for the physical space, the employee experience, and day-to-day operations.
This role supports various organizational functions and may assist with projects spanning People Ops, IT, Finance, Real Estate, Design, and beyond as needed. You will report to and partner closely with the People team.
Every Office Manager at Flow is expected to be on-site full-time at their respective location. This is an in-person role.
Responsibilities
- Own the physical state of the office at all times — common areas, conference rooms, soft seating, and executive offices should always be clean, properly staged, and guest-ready
- Coordinate all repairs and maintenance (e.g., damaged wallpaper, broken accessories, millwork, furniture) end-to-end — identify, source, schedule, and follow through to completion
- Manage all vendor relationships, including cleaning services, office supplies, plants, and repairs — you own the relationship and the quality of their output
- Manage mail, packages, and deliveries
- Track office expenses, including lunch support, cleaning, supplies, and other recurring costs
- Manage visitor and guest experience
- Maintain and update the office seating chart, tracking team presence, how often people come in, and whether employees are sitting with their teams
- Own the full new hire arrival experience — desk setup, welcome materials, equipment coordination, and first day communications
- Be the go-to resource for new hires beyond day one — help them acclimate, understand the office, and know how to get what they need
- Partner with HR and IT on onboarding logistics, including I-9 verification, compliance training coordination, and new hire orientation planning
- Serve as a key point of contact for employees and managers on day-to-day office questions
- Own all office events end-to-end — happy hours, team events, giveback events, and internal gatherings
- Handle all event logistics, including vendor coordination, scheduling, day-of execution, and invoice/billing management
- Champion office culture and create touchpoints that make your location a place people are excited to work from and collaborate in every day
- Support functional leads across People Ops, Finance, IT, Real Estate, and Design on special projects and ad hoc needs
- Provide meeting logistics support, including scheduling, agenda coordination, and materials as needed
- Other various administrative and HR duties as needed
Office & Space Management
New Hire Experience & HR Support
Events & Culture
Cross-Functional & Administrative Support
Ideal Background
- 5+ years of experience in office management, workplace experience, or administrative support, running a physical office on-site full-time
- Hands-on ownership of facilities, maintenance, and vendor relationships, with a high bar for keeping spaces polished and guest-ready
- Experience partnering with HR and IT on onboarding, and planning office events and culture initiatives end-to-end
- Comfortable tracking office budgets and supporting cross-functional teams on ad hoc projects
- Proactive and service-minded, with the instinct to anticipate needs before they become problems
- Excellent written and verbal communication skills, with the ability to build strong relationships with employees, leadership, and vendors alike
Benefits
We take care of our people so they can do their best work.
- Health and Wellness Comprehensive medical, dental, vision, disability, and life insurance and parental leave benefits. On-staff doctor, free therapy through SpringHealth, acupuncture, an Employee Assistance Program, and other wellness offerings.
- Time Off PTO and paid holidays.
- Financial 401(k) retirement plan, healthcare and dependent care FSAs, HSA-compatible plan options with annual employer HSA funding and pre-tax commuter benefits.
- Life at Flow Weekly catered lunches, wellness classes and employee discounts on Flow hotel stays, grocer products, and merch.
Flow is proud to be an equal opportunity workplace and hires regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity and/or expression, pregnancy, Veteran status any other characteristic protected by federal, state or local law. In addition, we provide reasonable accommodation for qualified individuals with disabilities.
Flow New York, New York, USA Office
New York, NY, United States
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