Office Manager

About the role

This role involves managing the daily operations of Phantom's New York office, ensuring it is well-organized and efficient. Key responsibilities include handling office supplies, acting as the primary contact for office issues, coordinating with building management and vendors, and keeping the team informed about building announcements. The position also requires managing office compliance, insurance renewals, and providing support for in-person onboarding processes, including workstation setup and basic IT assistance.

A significant part of this position focuses on event planning and coordination for the New York team. This includes organizing team onsite weeks, managing budgets and logistics for travel and accommodations, and planning monthly team-building events and an annual holiday party. The Office Manager will also support company-wide offsites as needed, handle vendor relationships, and collect feedback to improve future events.

Success in this role means creating a welcoming and productive office environment while effectively executing various events. The ideal candidate will demonstrate strong organizational and multitasking abilities, with a keen eye for detail. They will need to manage budgets, negotiate with vendors, and work independently while maintaining a collaborative and service-oriented approach.

The target base salary for this role is between $107,100 and $126,000, which can be influenced by skillset, experience, interview performance, and market factors.

Skills that matter here

• Notion: This role requires proficiency in Notion for various office management tasks and coordination.
• Slack: The Office Manager will use Slack for internal communication and coordination with the team.
• Google Workspace: Proficiency in Google Workspace is necessary for managing documents, schedules, and other office-related tasks.

Who this role suits

• A person with a proven background in managing office environments and organizing events.
• Someone who is highly organized, detail-oriented, and capable of managing multiple tasks simultaneously.
• An individual with strong interpersonal and communication skills, comfortable interacting with various stakeholders.
• A professional who can work autonomously but also collaborate effectively, with a service-oriented mindset.

From the employer

Office Management:

• 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.

Event Planning and Coordination:

• 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.

Qualifications:

• 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.
• The ability to project manage an office move is a plus.
• 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.

Salary:

• The target base salary for this role will range between $107,100 to $126,000 with the addition of bonus, equity and benefits. This is determined by a few factors including your skillset, prior relevant experience, quality of interviews and market factors (such as location) at the point in time of offer.

We strongly encourage candidates of all backgrounds to apply. We believe that our work is stronger with a variety of perspectives, and we’re eager to further diversify our company. If you have a background that you feel would make an impact at Phantom, please consider applying. We’re committed to building an inclusive, supportive place for you to do the best work of your career.