NY Office Manager

Phantom•San Francisco, CA

9d•Hybrid

About The Position

Phantom is seeking a proactive and organized Office Manager to manage all New York office operations and coordinate local, memorable events that bring our teams together. This role is essential to ensuring our office runs smoothly and fosters a vibrant, collaborative environment. You will also support our Senior People Programs Manager based in SF for our annual company offsites, along with coordinating closely for employee in-person onboarding and team onsites. The ideal candidate will have office management and event planning experience, have an operator mind-set and a can-do positive attitude. You must be capable of managing logistics, budget, and vendor relations to deliver a friendly, welcoming, and seamless experience both internally and externally.

Requirements

2+ years of experience in office management and event planning.
Strong organizational and multitasking skills with incredible attention to detail and the ability to reprioritize and problem-solve in real-time.
Excellent interpersonal and communication skills.
Proficient in Notion, Slack, and Google Workspace.
Must have experience managing an office move, navigating vendor and internal communication, and coordinating logistics.
Proven track record of managing budgets and negotiating with vendors.
Ability to work both independently and collaboratively, with a customer-service and/or hospitality mindset.

Responsibilities

Oversee daily office operations, ensuring a friendly, welcoming, well-organized, tidy, and efficient workspace.
Manage office supplies and inventory, maintaining optimal levels and placing timely orders.
Act as the first point of contact for all NY office-related issues, including maintenance, troubleshooting, and compliance regulations.
Coordinate with building management and vendors to address office needs.
Keep the NY team up-to-date with any building management announcements or closures.
Evaluate and create office-related data metrics as needed to assist in decision-making.
Assist with and coordinate any office moves, lease management, redesign-related action items.
Coordinate in-person onboarding by confirming dates, travel logistics, preparing workstations, key fobs & ID badges, welcome kits if needed, pre-booking conference rooms, and providing lightweight IT support.
Place group meal orders for the team as needed.
Responsible for checking mail, scanning, forwarding to our P&C team and taking action on any to-dos along with receiving any packages.
Responsible for management and renewal of insurance coverage for the office (commercial & liability) in partnership with legal.
Responsible for ensuring physical office compliance (e.g. labor law posters displayed and updated, etc.)
Look after office plants, including regular watering.
Coordinate all New York-based Team Onsite weeks at the office, including supporting the POC with budget and travel logistics, and managing office preparations in advance to ensure a smooth experience for core and visiting team members.
Support our Senior People Programs Manager as needed for our annual companywide offsite, including coordinating logistics, travel, accommodation, and activities.
Organize monthly NY team events to promote engagement and team-building.
Coordinate and plan annual NY holiday party, ensuring they are inclusive, engaging, and within budget.
Handle event budgets, vendor relationships, contracts, and invoices.
Run retrospectives and gather feedback from team members to continuously improve the quality and relevance of events and team onsite experiences.
Provide regular status updates throughout planning of all events and team onsites.
Manage company swag, including orders, inventory replenishment, shipments, and designs in collaboration with the Design team.