We're looking for an Office Manager to own the day-to-day running of our New York office and to keep the systems behind it, Salesforce, SharePoint, and our Passport knowledge base, accurate and well organized. This is a hands-on role for someone who enjoys being the person others rely on to anticipate needs, solve problems, and see details through from start to finish.
The role covers both office operations and systems and knowledge management. Our office is small and our meeting schedule is light, so the office side is about running a well-kept, welcoming workplace rather than managing a busy front desk. On the office side you'll also manage building and workplace vendors, coordinate internal meetings and events, handle onboarding logistics with HR, and provide light backup to the Accounting team. The systems and knowledge side means directing our Admin Coordinators on data maintenance, keeping Passport current, and resolving Help Desk requests. You'll work closely with the HR Manager, IT Systems Manager, Accounting & Operations Manager, and Admin Coordinators, and with the Partners on office matters.
This is a role for someone who is exceptionally organized, resourceful, service-oriented, and comfortable managing a wide variety of responsibilities. You should enjoy taking ownership, following through on the details, and working behind the scenes to make things easier and more efficient for the people around you.
RESPONSIBILITIES:Office Operations- Own day-to-day operations of the New York office: mail and deliveries, supplies, kitchen and pantry inventory, furniture, shared spaces, maintenance, and repairs so the workplace is organized, well stocked, and running smoothly.
- Manage relationships with the landlord, property management, cleaning crew, telecommunications providers, maintenance providers, and other workplace vendors, coordinating repairs, service visits, and building-related needs; own company mobile phone plans and devices, including setup, changes, replacements, and account administration.
- Maintain the company calendar and coordinate internal meetings and office-wide events, including conference rooms, AV needs, all-hands meetings, holiday events, and team gatherings. Attend meetings as appropriate to take notes, document action items, and distribute recaps and follow-up items.
- Partner with the HR Manager on onboarding and offboarding logistics for employees, including desk setup, building access, keys and security credentials, and coordination of equipment provisioning and retrieval.
- Partner with the HR Manager on workplace improvements and basic office safety: relay building notices and evacuation procedures to the team, and identify opportunities to improve workplace efficiency, organization, and employee experience.
- Greet visitors and direct occasional incoming calls and inquiries to the right person.
- Support the Accounting team by handling and scanning incoming checks and payment documentation, and cover Accounting Help Desk requests when the Accounting & Operations Manager is out.
- Support the Partners with business-related administrative needs, such as expense documentation or company events.
Systems & Knowledge Management- Own data management and data quality across key business systems, including Salesforce and SharePoint, ensuring information is accurate, consistent, properly maintained, and aligned with established processes and standards.
- Direct our Admin Coordinators on ongoing data maintenance, cleanup, and quality control: set priorities, assign work, and review for completion and accuracy.
- Own the organization and upkeep of Local Foreigner's Passport knowledge base and related internal guides, documentation, and procedures for office operations, systems, and common support requests, keeping content accurate and current.
- Answer and manage assigned Help Desk requests in coordination with the IT Systems Manager, ensuring timely review, assignment, follow-up, and resolution.
WHAT YOU BRING:- Bachelor's degree or equivalent professional experience.
- 3+ years of experience in office management, operations, or administrative support, ideally within a small, fast-moving business.
- Experience coordinating or directing the work of others, even informally.
- Highly organized, proactive, and resourceful, with strong follow-through: able to juggle multiple priorities and deadlines, spot what needs doing, solve problems independently, and own tasks through completion.
- Strong written and verbal communication skills and the ability to interact professionally with colleagues, Partners, visitors, vendors, and external partners.
- Comfortable owning data in business systems and proficient in Microsoft Office; experience with Salesforce, SharePoint, Jira Service Management, or Confluence is a strong plus.
- Able to exercise sound judgment, maintain confidentiality, and adapt quickly as priorities and needs change.
- Positive, collaborative, and team-oriented, with a genuine desire to support others and contribute wherever needed.
- New York-based and able to work in-office five days per week, with availability for occasional after-hours office needs, such as a building issue or company event.
COMPENSATION & BENEFITS:- Salary: $90,000 Annually
- Location: New York-based, in-office.
- Benefits:
- Employee medical, dental & vision benefits
- Retirement & Profit-Sharing Plan (401k)
- 15 days of Paid Time Off, 11 annual holidays, 4 religious floating holidays
- Remote Fridays after six months of employment
- Up to 20 additional one-off remote workdays per year, subject to manager approval and business needs
- Training & Development opportunities
- Benefits are subject to change without notice.
