Office & Events Manager

Phantom•New York, NY

1d•Onsite

About The Position

We are seeking a proactive and organized Office & Events Manager to manage all New York office operations and coordinate local, memorable events that bring our teams together. This role is essential to ensuring our office runs smoothly and fosters a vibrant, collaborative environment. You will also play a supporting role in planning and executing on our major annual events with our People Programs Manager based in SF, including bi-annual global offsites, holiday parties, monthly team activities, onboarding coordination, and mini-team offsites. The ideal candidate will be a detail-oriented multitasker with experience in office management and event planning, capable of managing logistics, budget, and vendor relations to deliver friendly, welcoming, and seamless experiences.

Requirements

3+ years of experience in office management and event planning, or a related role.
Strong organizational and multitasking skills with incredible attention to detail and the ability to reprioritize and problem-solve in real-time.
Excellent interpersonal and communication skills.
Proficient in Notion and Google Workspace.
Proven track record of managing budgets and negotiating with vendors.
Ability to work both independently and collaboratively, with a customer-service and/or hospitality mindset.

Nice To Haves

The ability to project manage an office move is a plus.
Crypto experience a plus.

Responsibilities

Partner with our People Programs Manager to plan and execute bi-annual global offsite events, coordinating logistics, travel, accommodation, and schedules.
Organize monthly NY team events to promote engagement and team-building.
Coordinate and plan annual NY holiday party, ensuring they are inclusive, engaging, and within budget.
Coordinate and support planning for in-person onboarding and mini-team offsites hosted at the New York office.
Handle event budgets, vendor relationships, contracts, and invoices.
Run retrospectives and gather feedback from team members to continuously improve the quality and relevance of events.
Provide regular status updates throughout planning of all events.
Manage company swag, including orders, inventory replenishment, shipments, and designs in collaboration with the Design team.
Oversee daily office operations, ensuring a friendly, welcoming, well-organized, tidy, and efficient workspace.
Manage office supplies and inventory, maintaining optimal levels and placing timely orders.
Act as the point of contact for all NY office-related issues, including maintenance, troubleshooting, and compliance regulations.
Coordinate with building management and vendors to address office needs.
Keep the NY team up-to-date with any building management announcements or closures.
Evaluate and create office-related data metrics as needed to assist in decision-making.
Assist with and coordinate any office moves, lease management, redesign-related action items.
Support onboarding as needed by coordinating travel details, preparing workstations, key fobs & ID badges, welcome kits for new hires, pre-booking conference rooms, and providing lightweight IT support.
Place meal orders for the team as needed.
Responsible for checking mail, scanning, forwarding to our P&C team and taking action on any to-dos along with receiving any packages.
Responsible for management and renewal of insurance coverage for the office (commercial & liability) in partnership with legal.
Responsible for ensuring physical office compliance (e.g. labor law posters displayed and updated, etc.)
Maintain office plants, including regular watering.