Office Manager

CADOGAN TATE NEW YORK•Brooklyn, NY

About The Position

The Office Manager is responsible for overseeing daily office operations while delivering a highly professional front-of-house and receptionist function. This role ensures a seamless, efficient, and welcoming environment for clients, vendors, and employees. The position combines administrative leadership, office coordination, and first-point-of-contact responsibilities to support overall business operations and client experience.

Requirements

Thorough knowledge of the industry
Strong front-of-house presence with a professional, courteous demeanor
Exceptional verbal and written communication skills
Excellent telephone etiquette and client-facing skills
Strong organizational and multitasking abilities in a fast-paced environment
Ability to work under pressure and meet time-sensitive deadlines
Proven problem-solving skills with sound judgment
Strong relationship-building capabilities across all levels
High attention to detail and accuracy
Proficiency in Microsoft Office and internal systems (Moveware / HubSpot)
Ability to manage competing priorities and workflows
Team-oriented with a proactive and adaptable mindset

Responsibilities

Manage and streamline overall office infrastructure and workflows
Oversee all clerical and administrative functions of the office
Improve and implement office processes to drive efficiency
Track, order, and manage office supplies and inventory
Maintain organized documentation systems and records
Complete digital documentation accurately and efficiently
Serve as the primary point of contact for all visitors, clients, and vendors
Greet and welcome guests in a professional and courteous manner
Maintain a clean, organized, and presentable reception area at all times
Manage incoming calls, screen and direct appropriately
Monitor and respond to voicemail messages daily
Handle general inquiries via phone, email, and in-person interactions
Ensure all visitors are properly logged and directed in accordance with company procedures
Provide a high level of customer service, ensuring a positive client experience at all touchpoints
Supervise front desk operations and ensure consistent service standards
Direct all inquiries to the appropriate departments in a timely manner
Liaise with Account Managers regarding scheduling, deliveries, and collections
Maintain and update warehouse calendars, including scheduling collections and deliveries
Ensure all calendar-related documentation is created and distributed as needed
Coordinate with warehouse and operational teams to ensure alignment
Input and manage entries in Moveware and HubSpot accurately
Organize and distribute documents across departments
Support overflow calls and administrative needs from Client Services
Assist in coordinating internal activities and office logistics
Provide general administrative support to management and staff
Ensure adherence to all company policies and procedures
Maintain compliance with Health & Safety standards
Promote a professional, respectful, and efficient workplace environment
Act as an ambassador of the company at all times
Work collaboratively across all departments
Maintain awareness of cross-functional responsibilities
Demonstrate flexibility and a team-oriented approach
Escalate concerns appropriately to management
Uphold professionalism in all internal and external interactions