Office Manager
Office Manager
Department: HR/Operations
Reports to: Sr. VP of Operations and Business Development
FLSA Classification: Full Time, Exempt
Job Description
The person in this role is responsible for overseeing the daily operations of our Client Company's Boston and New York offices and will be responsible for best-in-class facilities and support functions for these offices. This person must be experienced and comfortable with communicating with department heads to solicit feedback, to incorporate needed changes and updates, and demonstrate a proven ability to relay important information and policies to staff and to support the highly professional staff of one of the world’s leading Private Equity firms. This person will need to lead the Office Services staff to provide the finest service possible – from conference room management to office supplies to catering. Additionally, s/he will need to attract, recruit, hire, and maintain top notch talent with Executive Assistants, Administrative Assistants, Office Services, and Reception.
The position requires strong interpersonal skills to interact positively with all employees at all levels, professionalism and leadership ability to manage challenges and supervise staff, and have a highly developed attention to detail to ensure tasks are completed thoroughly and accurately.
OFFICE MANAGEMENT:
FACILITIES
- Manages services and invoicing for Boston office, including catering, office supplies, kitchen supplies, cleaning services, temporary help, leases, furniture, utilities, parking, storage, office equipment, publications, travel, delivery and courier services, repairs, printing and outside copying, postage, and artwork
- Conference rooms management
- Assigns and monitors administrative responsibilities for conference rooms/meetings
- Oversees staff to maintain conference room set up and clean up, including IT needs and catering
- Ensures conference room scheduling is correctly managed
- Oversees kitchens management including catering, equipment, supplies, and utilities
- Manages and coordinates all office construction projects, furniture moving, relocation, and storage
- Acts as main point of contact with Property Manager
- Manages internal moves: works with Managers, IT, and Office Services and maintains updated floor plans
- Management of contractors and vendors regarding ongoing construction or renovation projects
- Supervises the maintenance and alteration of office areas and equipment
- Oversees NYC office management
- 2021: manages bulk ordering and distribution of test kits
ADMINISTRATIVE
- Manages Office Services staff and conducts annual performance reviews
- Supervises Executive Assistants in Boston and NYC
- Responsible for all hiring of office staff, including facilities team and executive assistants
- Works closely with teams to effectively assign appropriate administrative support
- Works closely with Executive Assistants to workload and assign backup help as needed
- Works with HR to manage employee corrective action for office and administrative staff
- Reviews and approves weekly timesheets
- Help develop and implement office policies and procedures
- Manages travel programs in Boston and NYC offices, negotiates airline and hotel contracts
SECURITY
- Maintains a safe and secure working environment
- Responsible for safety programs such as Life Safety Team
- Arranges for first aid and CPR training
- Manages office security:
- Building pass and internal access system
- Incident Management Team / Business Recovery Plans
- Manages emergency message alerts
REQUIREMENTS
- Four year college degree
- At least 15 years’ experience is working at a professional services firm, such as investment services, financial services, or management consulting, including at least 5-8 years managing the daily operations of such a firm.