Office Manager / Creative Admin

Office Manager, NY Role location: New York. About Westpac Westpac Institutional Bank ("WIB") is Australia’s leading institutional bank, managing the financial needs of corporate, institutional and government clients. We are a leading provider of wholesale banking services in our region, with an increasing presence in the Northern Hemisphere. How will I help? As Office Manager, you will play a key role in ensuring Westpac's New York office operates efficiently and provides a positive experience for employees, clients and visitors. You will coordinate day‑to‑day office operations, facilities, workplace services and administrative activities while supporting the COO, Americas and broader business. Acting as a central point of contact, you’ll work closely with employees, vendors, building management and regional stakeholders to maintain a safe, professional and well‑functioning workplace. The role is expected to maintain an in‑office presence of four days per week. Key Responsibilities Office Management & Workplace Experience Act as the primary point of contact for day‑to‑day office operations, ensuring the New York office remains safe, professional and well kept. Coordinate office facilities, maintenance requests, vendor services and building management activities. Support workspace readiness, office moves, seating changes and the upkeep of shared areas, meeting rooms and office equipment. Maintain office supplies, pantry stock and general workplace resources. Business Support & Administration Provide administrative support to the COO, Americas and act as backup support to the Executive Assistant for the Regional Head, Americas as required. Coordinate internal meetings, events and office logistics. Maintain office records, contact lists, seating plans and other workplace documentation. Support internal communications relating to office operations and workplace matters. Employee Onboarding & Workplace Services Coordinate onboarding and offboarding activities, including workspace preparation, building access and security passes. Support employment verification processes, including I-9 documentation requirements. Assist employees with workplace services and coordinate solutions with internal teams and external providers. Financial & Vendor Coordination Support vendor onboarding and maintain supplier records in internal systems. Assist with invoice processing, expense management and facilities related cost tracking. Monitor service delivery and follow up on vendor requests to ensure timely resolution. Health, Safety & Business Continuity Support workplace health and safety activities, emergency preparedness requirements and office readiness initiatives. Maintain first aid and contingency supplies and escalate workplace issues where required. Provide administrative support for business continuity and resilience activities, including coordination, documentation and logistics support during events. Continuous Improvement Identify opportunities to improve office operations, administrative processes and the overall employee workplace experience. What’s in it for me? Westpac in NY offers a comprehensive range of benefits including flexibility, various leave entitlements, generous annual leave with purchase options, 100% employer‑funded Private Medical Insurance and participation in a 401(k) plan with profit‑share contributions. Fixed compensation for this position is between $90,000 – $110,000 plus bonus. What do I need? Experience in office management, workplace coordination, facilities administration or a similar role. Strong organisational skills with the ability to manage multiple priorities in a fast‑paced environment. Experience coordinating vendors, service providers and workplace operations. Strong communication and stakeholder management skills. High attention to detail and a proactive approach to problem solving. Experience with expense management, procurement or invoice processing systems is advantageous. Proficiency in Microsoft Office applications. Equal Opportunity Employment As an equal opportunity employer, we are proud to have created a culture where people can be their best, in an environment that values diversity and flexibility. #J-18808-Ljbffr