Office Manager ll - Part Time

Office Manager II

We are Allvue Systems, the leading provider of software solutions for the Private Capital and Credit markets. Whether a client wants an end-to-end technology suite, or independently focused modules, Allvue helps eliminate the boundaries between systems, information, and people. We're looking for ambitious, smart, and creative individuals to join our team and help our clients achieve their goals. Working at Allvue Systems means working with pioneers in the fintech industry. Our efforts are powered by innovative thinking and a desire to build adaptable financial software solutions that help our clients achieve even more. With our common goals of growth and innovation, whether you're collaborating on a cutting-edge project or connecting over shared interests at an office happy hour, the passion is contagious. We want all of our team members to be open, accessible, curious and always learning. As a team, we take initiative, own outcomes, and have passion for what we do. With these pillars at the center of what we do, we strive for continuous improvement, excellent partnership and exceptional results. Come be a part of the team that's revolutionizing the alternative investment industry. Define your own future with Allvue Systems!

Job Summary

The Office Manager II is responsible for maintaining a well-functioning, organized, and engaging workplace environment for the Miami office. This role supports daily operations and workplace experience by coordinating facilities, managing office resources, and assisting with employee-facing initiatives that contribute to a positive and inclusive office culture.

With a people-focused and proactive approach, the Office Manager plays a key role in bringing company culture to life through everyday workplace experiences. This role anticipates team needs, identifies opportunities to enhance the office environment, and takes initiative to create engaging and thoughtful experiences for employees and visitors. Through a combination of creativity and operational excellence, the Office Manager contributes to a workplace that is not only functional, but energizing, inclusive, and reflective of company values.

Responsibilities

Workplace Experience & Culture Execution

• Own the day-to-day execution of workplace experience initiatives that bring company culture to life within the office environment
• Translate established company values into consistent on-site experiences through office operations, events, and employee interactions
• Maintain a welcoming, inclusive, and well-organized office environment that reflects company standards and supports team engagement
• Proactively identify opportunities to enhance the workplace experience and introduce improvements that support team engagement and office culture
• Anticipate routine workplace needs and address them proactively to maintain a consistently high-quality office environment

Office Operations & Environment Management

• Maintain an organized, functional, and adaptable office space that supports productivity and evolving team needs
• Coordinate facilities-related activities, including maintenance, repairs, and workspace readiness to ensure a safe and effective work environment

Supply & Inventory Management

• Oversee office supplies, pantry inventory, and workplace resources to ensure consistent availability and operational continuity
• Coordinate with vendors to manage inventory levels and ensure timely replenishment of supplies

Event Coordination & Employee Engagement

• Coordinate and execute workplace events in partnership with the local People Committee to support team engagement and milestone recognition
• Contribute ideas and creative input to develop engaging, inclusive, and culturally aligned office events
• Manage event logistics and on-site execution, ensuring a positive and well-organized experience

Administrative & Vendor Coordination

• Coordinate day-to-day administrative operations, including meeting logistics, correspondence, and office support activities
• Liaise with vendors and service providers to coordinate services, track deliverables, and support procurement activities
• Support expense tracking, invoice processing, and budget monitoring; assist with annual planning activities as directed
• Identify and implement improvements to administrative processes to enhance operational efficiency within defined scope

Communication & Coordination

• Support internal communication by coordinating meetings, sharing updates, and ensuring alignment across teams as needed
• Act as a point of contact for office-related inquiries, facilitating timely communication and issue resolution

Team Member & Visitor Experience

• Serve as the primary on-site contact for employees and visitors, addressing workplace-related needs and ensuring a positive and professional experience
• Support onboarding logistics, including office tours and workspace setup, in partnership with People Experience
• Coordinate with cross-functional partners (e.g., IT, Facilities, PX) to resolve operational issues and maintain workplace standards
• Maintain accurate records and documentation to support operational consistency and compliance requirements
• Take a hands-on approach to supporting the office, stepping in as needed to address day-to-day needs and ensure a seamless workplace experience

Workplace Safety & Compliance

• Support compliance with health and safety standards by coordinating workplace requirements and maintaining documentation
• Assist in the reporting and follow-up of workplace incidents in accordance with established procedures

Requirements

• Ability to manage day-to-day office operations with moderate independence and reliability
• Strong organizational and time management skills with the ability to prioritize competing tasks
• Effective problem-solving skills within defined processes and operational guidelines
• Strong interpersonal and communication skills to support cross-functional coordination

Technical & Systems Proficiency

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) – working level
• Ability to learn and utilize workplace management and procurement systems

Experience

• Minimum 3 years of experience in office management, administrative support, or facilities coordination
• Experience working with vendors and supporting workplace operations

Language Skills

• Fluency in English (written and verbal)
• Ability to communicate effectively with internal stakeholders and external vendors

Education/Certifications

• Bachelor's degree in Business Administration or related field preferred

What We Offer

• Health Coverage options along with other voluntary benefits
• Enterprise Udemy membership with access to thousands of personal and professional development courses
• 401K with Company match up to 4% or Employee Pension plan
• Competitive pay and year-end bonus potential
• Flexible PTO
• Charitable Donation matching, along with Volunteer and Voting PTO
• Numerous team building activities to promote collaboration in a fun and fast-paced work environment

EEOC Statement

Allvue Systems provides equal employment opportunities (EEO) for all employees and applicants for employment. We recognize the real value of bringing people together from diverse backgrounds, experiences and perspectives - we don't just accept difference, we celebrate and support it. We are committed to advancing these efforts through our strategies to hire, promote, create and support a diverse and inclusive environment throughout our workforce and workplace. It is our policy to prohibit discrimination and harassment of any type without regard to race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law. In addition, Allvue will provide reasonable accommodations for qualified individuals with disabilities.