Office Manager

Emplova•Huntington Station, NY

1d•Onsite

About The Position

About Emplova Emplova is a boutique Professional Employer Organization (PEO) serving sophisticated clients who expect precision, compliance excellence, and high-touch support. Our clients range from early-stage founder-led companies to complex multi-state organizations operating in highly regulated environments. Our brand promise is simple: concierge-level service, operational rigor, and compliance excellence, delivered through a lean, highly accountable team. As Emplova continues to scale, we are strengthening our internal infrastructure to support growth while preserving the high standards and personalized service that define our brand. Role Summary The Office Manager is a high-ownership role responsible for maintaining a well-run, organized, and polished workplace environment that supports Emplova’s standards of excellence. This individual will ensure our office runs smoothly and consistently, supporting day-to-day operations and internal coordination while helping maintain the organized, high-functioning environment our team relies on. This is not a front desk position. It is a hands-on operational role designed for someone who takes pride in ownership, anticipates needs, and strengthens execution behind the scenes. As Emplova grows, this role contributes directly to maintaining structure, reducing administrative friction, and reinforcing operational discipline across teams. Key Responsibilities Office Operations & Workplace Excellence Maintain a consistently tidy, organized, and professional office environment Open, sort, scan, and electronically distribute incoming mail and deliveries Manage office supplies, snacks, kitchen inventory, and workplace essentials Coordinate food ordering for internal meetings, team lunches, and in-office days Manage vendor relationships for office maintenance, equipment, and building coordination Prepare and coordinate client welcome gifts, onboarding swag, and other branded materials for new clients and key milestones Operational Coordination & Internal Rhythm Provide internal administrative and workflow coordination support across departments as needed to strengthen execution and consistency across internal processes Support recurring internal meetings and planning sessions by coordinating logistics and materials Help ensure action items and routine administrative follow-ups remain organized and on track Reinforce consistency in document organization, shared folders, and internal standards Contribute to maintaining structure across day-to-day operational workflows Identify opportunities to improve efficiency in office operations Create and maintain simple standard operating procedures (SOPs) for recurring processes Internal Onboarding & Team Experience Coordinate new hire onboarding logistics, including workspace setup and first-day readiness Support internal training session logistics and team meeting coordination Help ensure a polished, welcoming, and organized onboarding experience Core Competencies High ownership and strong follow-through Ability to anticipate needs and proactively solve problems Exceptional organization and attention to detail Strong judgment and discretion Professional, calm communication style Comfort working across teams in a growth-oriented environment Pride in maintaining high standards and operational consistency Qualifications 3+ years of experience in office management, executive administration, or operations coordination Strong organizational and multitasking abilities High level of discretion and professionalism Clear, professional communication skills Comfort operating independently with minimal oversight Preferred Experience in a professional services environment (HR, finance, consulting, legal, etc.) Experience supporting leadership teams Experience working in a growth-stage company Why This Role Matters As Emplova scales, maintaining a high-touch service model requires strong internal structure and consistency. The Office Manager plays a foundational role in strengthening internal execution and reinforcing standards, ensuring our workplace reflects the same level of excellence we deliver across the organization.

Requirements

3+ years of experience in office management, executive administration, or operations coordination
Strong organizational and multitasking abilities
High level of discretion and professionalism
Clear, professional communication skills
Comfort operating independently with minimal oversight

Nice To Haves

Experience in a professional services environment (HR, finance, consulting, legal, etc.)
Experience supporting leadership teams
Experience working in a growth-stage company

Responsibilities

Maintain a consistently tidy, organized, and professional office environment
Open, sort, scan, and electronically distribute incoming mail and deliveries
Manage office supplies, snacks, kitchen inventory, and workplace essentials
Coordinate food ordering for internal meetings, team lunches, and in-office days
Manage vendor relationships for office maintenance, equipment, and building coordination
Prepare and coordinate client welcome gifts, onboarding swag, and other branded materials for new clients and key milestones
Provide internal administrative and workflow coordination support across departments as needed to strengthen execution and consistency across internal processes
Support recurring internal meetings and planning sessions by coordinating logistics and materials
Help ensure action items and routine administrative follow-ups remain organized and on track
Reinforce consistency in document organization, shared folders, and internal standards
Contribute to maintaining structure across day-to-day operational workflows
Identify opportunities to improve efficiency in office operations
Create and maintain simple standard operating procedures (SOPs) for recurring processes
Coordinate new hire onboarding logistics, including workspace setup and first-day readiness
Support internal training session logistics and team meeting coordination
Help ensure a polished, welcoming, and organized onboarding experience