Office Manager

Job Description

Job Description

We are looking for an organized Office Manager to support daily workplace operations in New York, New York. This Long-term Contract to permanent position is ideal for someone who enjoys creating a smooth, well-run office environment while providing dependable administrative support to a small team. The role includes overseeing office coordination, assisting with executive scheduling and travel, and serving as a key point of contact for vendors, visitors, and building management.
Responsibilities: • Oversee day-to-day office operations to maintain an efficient, organized, and welcoming workplace for a staff of fewer than 15 employees. • Receive, organize, and distribute incoming mail and deliveries, and arrange outbound shipments as needed. • Partner with building management to address facility-related matters and submit service requests for maintenance or repairs. • Replenish printer supplies, restock shared office materials, and track inventory levels to ensure essential items remain available. • Coordinate with external vendors for office services, including catering arrangements for staff and board meetings. • Manage visitor access by greeting guests, coordinating entry, and notifying building security upon arrival. • Maintain office records by scanning documents, organizing files, and keeping administrative materials up to date. • Oversee the office calendar and schedule meetings, while also coordinating travel logistics for the Executive Director and occasionally one additional executive. • Monitor the general inquiry inbox and respond to or route messages to the appropriate contacts in a timely manner.• 3+ years of experience in office management, administrative support, or a related operational role. • Demonstrated ability to manage office supplies, maintain inventory records, and coordinate reordering when needed. • Experience working with vendors, building contacts, and service providers to support office operations. • Strong organizational skills with the ability to handle scheduling, documentation, and multiple priorities effectively. • Comfortable supporting executive calendars, meeting coordination, and occasional travel arrangements. • Proficiency in administrative tasks such as maintaining logs, organizing records, and managing shared office resources. • Clear communication skills and a detail-oriented approach when assisting employees, visitors, and external partners.