Office Operations Specialist

Constanter Philanthropy Services•New York, NY

5d•Hybrid

About The Position

We are looking for an Office Operations Specialist to manage and continuously improve operations for our US office, in close alignment with central, global functions based in The Netherlands (Legal, Tech, Communications, People & Culture, and Finance). This is a hands-on, end-to-end role responsible for ensuring that all local activities, from facilities and payroll to governance and compliance are delivered efficiently, accurately, and in line with both global standards and US regulations. You will act as the key local point of contact, while proactively strengthening processes, controls, and overall operational effectiveness.

Requirements

7+ years in a broad operations role covering office management, HR administration, payroll, finance coordination and corporate secretarial responsibilities
Experience in international or matrix organizations is strongly preferred
Strong understanding of payroll processes, HR practices, and employee lifecycle management
Solid understanding of accounting principles, budgeting, and financial controls
Familiarity with US regulatory requirements across HR, finance, and office operations, with the ability to align locally while adhering to global standards
Highly organized, with the ability to manage multiple priorities and maintain operational continuity
Strong attention to detail, with excellent record-keeping and documentation practices
High level of integrity, discretion, and accountability when handling sensitive data
Proactive, hands-on approach with the ability to anticipate needs, identify risks, and drive improvements
Effective communicator with strong stakeholder management skills across functions and geographies
Sound judgment and decision-making skills, combined with adaptability in a changing environment
Comfortable working with systems and coordinating across technical and non-technical teams
Curious and solutions-oriented, with a genuine interest in supporting the mission of Porticus, the philanthropy we support.

Responsibilities

Oversee daily office operations, ensuring a well-functioning, secure, compliant, and efficient workplace
Manage facilities and third-party providers (e.g. catering, cleaning, security), including sourcing, contracting, and performance oversight
Maintain office supplies, meeting spaces, and general workplace infrastructure
Build and manage relationships with vendors, service providers, and contractors
Support office logistics, events, and general administrative needs
Act as the main liaison between the local office, central IT, and external IT providers
Ensure reliable system performance and effective user support
Prepare payroll reconciliations each cycle and support periodic GL reconciliations with Central Finance, flagging discrepancies when needed
Administer corporate credit cards, including onboarding/offboarding, employee support, and issue resolution
Ensure timely collection, verification, and submission of invoices to Finance
Support annual budgeting and monthly variance tracking in collaboration with Central Finance
Prepare documentation and support internal and external audit processes
Coordinate end-to-end payroll with external providers, ensuring compliance with local regulations and strict dual-approval controls
Manage local HR operations such as onboarding, offboarding, and employee records
Administer employee benefits (e.g. 401(k), insurance, transit), including renewals, reporting, and coordination with providers and central HR team.
Ensure implementation of all changes to coverages, flexible spending and ICH plans
Ensure accurate 401(k) contribution processing and support annual reporting (e.g. non-discrimination testing, Form 5500)
Partner with our central HR team to support payroll data validation and employee lifecycle changes and to maintain office policies and procedures
Ensure alignment with global policies and local legal, tax, and regulatory requirements
Support corporate governance activities, including board documentation, filings, and maintaining corporate records
Coordinate tax filings and regulatory submissions with external advisors
Oversee health, safety, and security compliance in collaboration with global teams
Act as the key link between local operations and central functional teams
Provide insights on local regulatory and operational developments (Finance, HR, Legal, Tax)
Continuously identify and implement process improvements to increase efficiency, compliance, and control

Benefits

Competitive salary
Healthy work-life balance
Salary ranging from $66,000 to $90,000 gross per year
401(k) plan with company match
25 days of annual leave
8 days of sick leave
Group health insurance offered to the employee, their partner, and any qualified dependents, including dental and vision
Flexible Working Guidelines allowing up to 10 days per year to work from abroad
4 volunteering days per year
A yearly Personal Learning Budget