Office Manager

Optimatum Solutions LLC•New York, NY

13d•$65,000 - $110,000•Onsite

About The Position

Optimatum Solutions is seeking a highly detail-oriented Office Manager to own the day-to-day operations of its New York office. This broad, hands-on role supports consultants and analysts by managing facilities, technology coordination, financial tasks, vendors, and administrative operations. The Office Manager is also the welcoming face of the firm and helps foster a positive, connected office culture. The role works closely with the entire team, the CEO, and senior leadership, offering significant visibility, autonomy, and the opportunity to shape how the firm operates as it grows. The position is based in Optimatum’s Midtown Manhattan office and requires working in the office five days per week. Optimatum is a vendor management firm serving the HR supply chain, including employer-sponsored healthcare, retirement, HR systems, and M&A/transitional services. The company describes itself as entrepreneurial, client-focused, inclusive, collaborative, and committed to continuous learning and personal development.

Requirements

5–7 years of experience in office management, office operations, or senior administrative roles.
Hands-on experience with facilities management, lease administration, and coordinating with outsourced IT providers.
Experience with invoice processing, expense tracking, and accounts payable/accounts receivable support.
Exceptional attention to detail and accuracy, with a track record of producing error-free work.
Ability to manage multiple tasks and competing priorities in a fast-paced environment while meeting deadlines.
Warm, polished, and professional presence with clients, visitors, vendors, and leadership.
Strong written and verbal communication skills.
Advanced proficiency in Microsoft 365, especially Excel and Outlook, and/or Google Workspace.
Discretion and integrity in handling confidential company, employee, and client information.
Ability to work independently, take ownership, and solve problems without close supervision.
Strategic mindset and ability to anticipate needs and recommend solutions.
Professionalism, high emotional intelligence, and client-service orientation.
Resourcefulness, ownership, and ability to deliver results.
Willingness to learn and adopt new tools and approaches.
Ability to build trust and communicate with clarity and tact.
Sense of urgency, excellent time management, and ability to stay calm and organized in fast-paced situations.
Ability to work in the Midtown Manhattan office five days per week.

Nice To Haves

Prior experience in financial or professional services.
Experience with accounting systems.
Experience planning company events and supporting employee engagement initiatives.
Experience in professional services, consulting, financial services, or an HR/benefits environment.
Experience supporting a small firm where the office manager is the sole operations resource.
Bachelor’s degree in business administration or a related field.
Familiarity with data privacy considerations, such as HIPAA, in a regulated setting.

Responsibilities

Run daily office operations, including supplies, equipment, mail, and records.
Coordinate meetings, travel, and onboarding and offboarding logistics.
Create and improve administrative procedures.
Greet and host clients and visitors and prepare meeting spaces.
Plan team events, celebrations, and client gatherings.
Foster a welcoming office environment and boost employee morale.
Serve as the main contact for building management and facilities vendors.
Coordinate repairs, maintenance, and workplace safety.
Act as liaison to the outsourced IT provider by logging and escalating issues.
Coordinate equipment ordering and setup, as well as new-user access.
Support data security practices for sensitive client information.
Process invoices, track expenses, handle reimbursements, assist with payroll inputs, and support the outside accountant.
Maintain vendor contracts and renewal dates and negotiate pricing and terms.