Office Manager

Thought Machine•New York City, NY

9h•Onsite

About The Position

Thought Machine’s mission is bold – to properly and permanently rid the world’s banks of legacy technology. To achieve this, we have developed the foundations of modern banking through core and payments technology which run natively in the cloud. What we are attempting is hard and means we need great people working together to build great technology. We have grown rapidly in the past few years – growing our team to more than 550 individuals across offices in London, New York, Singapore and Sydney. We have raised more than $500m in funding and are now valued at $2.7bn. Our investors include Molten Ventures, Eurazeo, Intesa Sanpaolo, Temasek, Nyca Partners, JPMorgan Chase Strategic Investments, Standard Chartered Ventures, and more. We have created a culture that enables our team to produce the best work in the industry while ensuring we have fun along the way. We're regularly cited as having a fantastic workplace culture and have been recognised by Sifted magazine as having one of the highest Glassdoor ratings for a UK fintech company and the industry's most generous employee share package. Named one of the world’s most innovative fintechs by Global Finance Magazine , we were also recognised by the Financial Times as one of Europe’s fastest-growing companies for two consecutive years—and a UK Best Employer for 2026. We’re looking for an energetic and driven Office Manager to join our New York team. The ideal candidate has a positive attitude, is keen to get stuck in, is passionate about delivering an amazing office experience and enjoys working with people. The New York Office Manager is responsible for the smooth running of both our New York and Miami offices - delivering an incredible experience and ensuring our offices provide fantastic environments for everyone to work.

Requirements

Fluent English and Spanish and excellent verbal, written and interpersonal communications skills
Strong team focus with an “all hands on deck” approach
Positive, can do attitude is essential along with the desire to add value
Ability to work in a fast paced environment, where processes and the working environment is constantly changing
Can-do spirit: Thought Machine is growing rapidly and new challenges arise every day. This is a role for someone who doesn’t mind rolling their sleeves up and diving in to new tasks
Outstanding organisational and time management skills
Located in New York, 4 days minimum attendance in the office is required
Travel to Miami as required plus some international travel may be required

Nice To Haves

Experience in an Administrative / Office Support / Finance support role
Financial acumen and ability to manage team budgets.
Understanding, interpreting and presenting data using spreadsheets, presentations and other mediums.
Experience with Google Suite, Atlassian products (JIRA and Confluence), and Slack.

Responsibilities

Ensure the smooth running of the New York and Miami offices, providing operational support for a seamless employee experience.
Own all facilities processes and implement changes throughout the facilities lifecycle - establishing standards, processing and metrics whilst continuously working to enhance the employee, client, visitor experiences.
Proactively manage space capacity and create an optimum work environment.
Manage external vendors and ensure sufficient stock supplies.
Oversee all office porterage, including managing office moves, furniture moves, deliveries, and collections.
Coordinate security passes, room bookings, and the client/visitor experience.
Manage office financials and own both New York and Miami office budgets, working closely with the building management company, department lead and finance team.
Drive cost savings at every opportunity. Be able to articulately report financial position at relevant forums. Adhere to financial and procurement processes.
Manage internal facilities, brand and communication, acting as a role model for Thought Machine, create an incredible environment for everyone.
Collaborate with Security, Finance, Risk & Compliance, People, IT and Operations to uphold business continuity plans, security, fire health and safety standards.
Proactively manage and ensure compliance with all applicable regulatory standards at all times.
Lead/support cross-functional events and initiatives.
Be a custodian of Thought Machine culture, proactively contribute to and build a positive team environment.
Assist in the organisation and running of internal and client events, visit venues, setup areas, greet clients and deliver and exceptional experience.

Benefits

Highly competitive salary
Healthcare, vision and dental
25 days holiday
Unlimited paid safe and sick time
401K matching (up to 7%)
$750 per year flexible spend benefit
Share options
Commuter Pass
Flexible Spending Account (FSA)
Life and long-term disability insurance
All the latest tech you need
A talented and experienced team as your colleagues
An environment where we encourage learning and progress
We actively hire candidates who demonstrate technical excellence in their field and welcome people of all ages and backgrounds, providing everyone with equal access to professional development.
You are encouraged to apply even if your experience doesn't accurately match the job description.
We also encourage applications from those with different abilities, including candidates with ADHD, autism, dyslexia or dyspraxia.