The Office Manager plays a pivotal role in ensuring the smooth and efficient operation of our New York office, which is based in Long Island City. This position serves as the primary point of contact for internal teams, external vendors, and visitors, while overseeing office resources, coordinating operational activities, and supporting team meetings and events. In addition to managing daily office functions, the role will be called on to provide ad hoc administrative support to leaders in the office.
This position is ideal for a professional who thrives in a dynamic, fast‑paced environment and is motivated by supporting others in meaningful and impactful ways. Success in this role requires strong organizational skills, exceptional attention to detail, and the ability to proactively anticipate and address operational needs.
This position is based in our New York office which is situated in Long Island City and is part of a collaborative, in‑person team. The role requires on‑site presence a minimum of 4 days per week.
Responsibilities:
Manage all key relationships with office suppliers as well as being the prime liaison with building management for our leased facilities.
Accountable for Onboarding/Offboarding of new employees with building/office security pass set-up.
Accountable for all Mail and Courier deliveries throughout the day.
Validate all office services received for approval on invoices from suppliers.
Have pride of place; ensure our workplace is neat, organized and stocked with appropriate resources.
Oversee and coordinate office administrative procedures and review, evaluate and implement new procedures.
Maintain and build company culture by initiating creative initiatives and partnering with various members of the company – e.g. schedule and organize company events and social gatherings
Ensuring staff adherence to office procedures
Maintenance of supply inventory and arranging service of office equipment
Ensure timely processing and approval of invoices to avoid late payments
Partner with Executive Assistants in our Toronto and Philadelphia offices to coordinate scheduling of events / business activities as well as handle over-flow administrative support to leaders
Prepare and edit correspondence, reports, and presentations using MS Office products
Arrange domestic and international travel, including flights, accommodations, and itineraries
Support ad-hoc projects and events for leaders and their teams as needed
Professionally interact with clients and external stakeholders as directed
Maintain organized digital files, shared drives, and documentation systems to ensure information is always accessible and up to date
Office Management
General Administrative Support
Qualifications:
3-5 years in an Office Manager or Office Coordinator position supporting leaders in a professional environment is a must have!
Exceptional organizational skills, attention to detail, and the ability to juggle multiple tasks with grace and accuracy.
Proven experience handling a wide range of office and administrative support activities – office services, calendar / scheduling support, travel arrangements, and onboarding support.
Advanced knowledge of the Microsoft Office suite of products
Proven ability to handle confidential information with integrity and sound judgment.
Strong written and verbal communication skills, with the ability to craft clear, polished, and professional messages.
Proactive, adaptable, and resourceful, with a talent for building strong relationships across diverse teams.
Energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative tasks and able to work independently with minimal supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office with a diversity of needs. Suitable candidates will possess:
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