Office Manager

Flow•New York, NY

21d•$90,000 - $105,000•Onsite

About The Position

The Office Manager is the on-site operational backbone of the office, responsible for ensuring the space runs seamlessly, visitors and employees feel taken care of, and day-to-day operations are completed reliably. The role owns the physical office, employee experience, facilities, vendor relationships, new-hire arrival experience, office events, and associated administrative support. It supports projects across People Ops, IT, Finance, Real Estate, Design, and other functions as needed, and reports to and partners closely with the People team. The position is full-time and in person at the assigned location.

Requirements

At least 5 years of experience in office management, workplace experience, or administrative support, running a physical office on-site full-time.
Hands-on ownership of facilities, maintenance, and vendor relationships, with a high standard for keeping spaces polished and guest-ready.
Experience partnering with HR and IT on onboarding.
Experience planning office events and culture initiatives end-to-end.
Comfort tracking office budgets and supporting cross-functional teams on ad hoc projects.
Proactive, service-minded approach and ability to anticipate needs before they become problems.
Excellent written and verbal communication skills.
Ability to build strong relationships with employees, leadership, and vendors.

Responsibilities

Maintain the physical office, including common areas, conference rooms, soft seating, and executive offices, so they are clean, properly staged, and guest-ready.
Coordinate repairs and maintenance from identification and sourcing through scheduling and completion.
Manage vendor relationships for cleaning, office supplies, plants, repairs, and related services, and maintain the quality of their work.
Manage mail, packages, and deliveries.
Track office expenses, including lunch support, cleaning, supplies, and recurring costs.
Manage the visitor and guest experience.
Maintain and update the office seating chart, tracking team presence, office attendance patterns, and whether employees sit with their teams.
Own the new-hire arrival experience, including desk setup, welcome materials, equipment coordination, and first-day communications.
Support new hires beyond their first day by helping them acclimate, understand the office, and find the resources they need.
Partner with HR and IT on onboarding logistics, including I-9 verification, compliance training coordination, and new-hire orientation planning.
Serve as a point of contact for employees and managers on day-to-day office questions.
Plan and deliver office events end-to-end, including happy hours, team events, giveback events, and internal gatherings.
Handle event logistics, including vendor coordination, scheduling, execution, and invoice and billing management.
Champion office culture and create opportunities for employees to work and collaborate at the office.
Support functional leads across People Ops, Finance, IT, Real Estate, and Design with special projects and ad hoc needs.
Provide meeting logistics support, including scheduling, agenda coordination, and materials as needed.
Perform other administrative and HR duties as needed.