Office Manager

InfraRed Capital Partners•New York, NY

4d•$100,000 - $105,000

About The Position

As the Office Manager you will play a pivotal role in providing extensive and comprehensive administrative support the US based team day to day in a fast-paced environment. Your role includes managing a receptionist / assistant and wider responsibilities liaising with building management, third party providers and overall supporting the smooth running of the NYC and Miami offices.

Requirements

Extensive experience from a similar role of managing busy and changing diaries for a team of senior professionals
Experienced in organising international travel and visas
Excellent organisational and time management skills
Able to multi-task and prioritise effectively and quickly
Strong interpersonal skills with the ability to interact effectively with a range of people
Flexible ‘can do’ attitude and problem solving skills
Has a pro-active approach and uses initiative to anticipate requirements
Comfortable with Outlook, Word, Excel and PowerPoint

Nice To Haves

Knowledge of Concur and travel booking systems is beneficial
Experience of Asset Management, Private Equity or Investment Management desirable
Previous management experience is desirable

Responsibilities

Extensive diary management – managing changing schedules and last-minute requests
Organising international travel, roadshows, flights, hotels and transfers
Provide reception services (answer phones, take and give messages, greet visitors) where appropriate, including coordinating international visitors
At the request of the Head of US office, plan and book corporate entertainment
Manage service providers employed by InfraRed US:
Process all invoices (i) in co-ordination with London as necessary (ii) in co-ordination with our external accountant
Handle all in-bound correspondence from government agencies, providers and resolve.
Manage any issues that arise on an ad hoc basis relating to the provision of services by such service providers
Monitor performance and manage performance related issues as they arise
Identify service needs and identify appropriately qualified service providers to engage to satisfy such needs
Handle the relationship with building management
Arrange catering for internal and external meetings
Maintain appropriate stock of office supplies (i) monitor stock levels (ii) order required office supplies (iii) unpack office supplies when delivered (iv) maintain neat and workable office supply cupboard
Finance and Accounting tasks:
Liaise with with London Tax and Finance with US based filings
Coordinate payment of weekly expenses with TMF
AMEX and local based payments
Liaise with building management as required to ensure a comfortable, workable office environment is maintained (Heat & A/C requests, visitors, COIs for service providers, lighting, key/door issues, security, elevator & freight requests, plumbing/leak and other miscellaneous maintenance issues, rent, etc.)
Manage issues which arise with the operation of office systems/equipment (i) identify any issues (ii) contact the appropriate internal department or third party to rectify such issues (iii) follow up with NYC or Miami staff that all issues are satisfactorily resolved and if not, continue to liaise with the appropriate party until they have resolved such issues
Ad-hoc requests and project work as directed by the Head of US office or wider team such as research projects, offsites, office moves, corporate entertainment etc.
Manage and develop one support staff