Office Manager

About the role

This position focuses on maintaining a functional and welcoming office environment in New York. Responsibilities include managing office supplies, acting as the primary contact for office issues, coordinating with building management, and ensuring compliance with regulations. The role also involves assisting with office moves and preparing for new hires by setting up workstations and providing initial support.

A significant part of this role is dedicated to event planning and coordination. This includes organizing New York-based team onsite weeks, supporting annual company-wide offsites, and arranging monthly team-building events and holiday parties. The Office Manager will handle budgets, vendor relationships, and gather feedback to improve future events.

Success in this role means ensuring smooth daily office operations and creating engaging experiences for the New York team. It requires strong organizational skills to manage multiple tasks, attention to detail for event logistics, and effective communication to coordinate with various stakeholders, all contributing to a collaborative and efficient workspace.

The target base salary for this role ranges from $107,100 to $126,000, with additional bonus, equity, and benefits.

Skills that matter here

• Notion: This tool will be used for various organizational and documentation tasks within office management.
• Slack: Communication with team members, vendors, and building management will utilize this messaging platform.
• Google Workspace: Proficiency in this suite is required for managing schedules, documents, and other administrative functions.

Who this role suits

• Someone with a proven track record in managing office environments and coordinating events.
• A highly organized individual who can manage multiple priorities and solve problems in real-time.
• A person who excels at clear communication and adopts a customer-service oriented approach.
• An individual capable of working both independently and as part of a team.

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.