Office Manager (Part-Time - 2 days a week)

Gresham•New York, NY

12h•Onsite

About The Position

The Office Manager is crucial to the smooth running of the New York office and is responsible for general administration, facilities management, and ensuring health and safety issues are resolved. On-site across two days per week, the role keeps the office running smoothly and presentably in your absence as well as your presence — from a tidy, accessible server room to a well-stocked kitchen and a properly managed front desk. You develop and maintain good working relationships across the business with managers and employees alike, providing excellent customer service and managing the day-to-day office activity.

Requirements

Commercial awareness coupled with the ability to identify practical solutions to issues.
Knowledge and understanding of facilities management and health and safety issues.
Confident in using a variety of systems.
Comfortable managing priorities efficiently within a part-time, two-day working pattern.
Able to build rapport across the business at all levels to build credibility.
Outstanding customer focus backed by a proactive drive for results.
Able to communicate at all levels.
Exceptional organisational skills together with strong attention to detail.
A proactive team player with strong customer service and problem-solving skills.
Self-motivated and able to work under own autonomy with a collaborative approach, planning to ensure office needs are covered across the days you are not on-site.

Responsibilities

Provide general reception and office management duties including answering all switchboard calls, managing security, and issuing visitor passes.
Sign for and manage incoming post and packages, ensuring timely notification and distribution to the relevant person or team.
Keep the server room tidy, organised, and accessible at all times, ensuring nothing obstructs access to equipment and that the space meets basic housekeeping standards.
Top up the kitchen fridge and general supplies regularly, ensuring the office is well-stocked with refreshments and kitchen essentials between visits.
Responsible for monitoring and ordering all office stationery and other general office supplies.
Manage the first aid and fire safety activities, documentation, and supplies, including logging fire alarm tests and coordinating annual fire alarm maintenance.
Support facilities management activity by obtaining quotes for services and/or repairs, managing external supplier relationships, and managing the relationship with landlords including attendance at quarterly tenant meetings.
Provide general administrative support to day-to-day business activities.
Coordinate with and support other Gresham office managers to ensure a consistent and efficient approach to office management across locations.
Carry out general office upkeep and other day-to-day office activities as needed to ensure the space remains presentable, functional, and welcoming.
Working with the People & Culture team, act as the main contact for all health and safety policies and procedures for the New York office.
Responsible for ensuring appropriate training is in place and undertaking periodic health and safety audits of the New York office.