Office and Facilities Manager

Beacon Hill Staffing Group; New York (NY); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Annual bonus

Fully subsidized health benefits

25 days vacation per year

Job summary

Beacon Hill Staffing Group is seeking a Temporary-to-Permanent Office and Facilities Manager to join their New York City team. The role ensures the smooth operation of the NYC office, handling administrative tasks and supporting the expansion through March 2027.

You will negotiate vendor contracts, manage inventory, coordinate travel and meetings, and partner with HR and accounting on budgets and compliance. On-site five days per week with a flexible schedule.

Qualifications

• Bachelor's degree preferred.
• 4–6 years’ related administrative experience in a fast-paced corporate setting.
• Experience supporting an office expansion, move, or construction project a plus.
• Proficiency in Microsoft Office, especially Excel and Outlook.
• Strong organizational skills and attention to detail.
• Ability to manage budgets and expense reporting.

Responsibilities

• Oversee day-to-day office operations and facilities for the NYC office.
• Negotiate contracts with US suppliers and manage vendor relationships.
• Coordinate move logistics and expansion with landlords, architects and contractors.
• Manage office budgets, expense reporting and corporate card reconciliations.
• Support travel, meetings, and team catering; ensure a tidy, well-equipped office.
• Ensure health, safety, and compliance with local regulations.

Skills

Office administration

Budget management

Communication skills

Organization

Time management

Cross-time zone collaboration

Education

Bachelor's degree preferred

Tools

Microsoft Office

Excel

Outlook

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. Our client, a global private equity firm focused on healthcare industries, is seeking a Temporary-to-Permanent Office and Facilities Manager to join their New York City team. The Office and Facilities Manager will ensure the smooth running of the New York office by delivering all administrative and logistical tasks within the office and developing US office processes (including inventory management, negotiating office contracts, travel and expense processes). This individual will also play a key role in managing the office expansion (currently undergoing) through March 2027. Hours are 8:30am-5:30pm (flex needed), and this role requires someone to be on-site 5 days per week.

Office Management & Administration

• Manage guest access.
• Manage contracts and relationships with all US suppliers, including but not limited to office building, corporate hotels, office supply providers, cleaners, etc.; handle first line negotiations, schedule management, etc.
• Ensure sufficient office / pantry supplies at all times and keeps both tidy and organized throughout the day.
• Manage inventory.
• Ensure tidiness and overall aesthetics of the NY office, to include purchasing new equipment and decorations as needed.
• Ensure the kitchen and all meeting rooms are always clean and presentable during the day.
• Support preparation and coordination of Friday team catered lunches.
• Manage all mail and deliveries (i.e., USPS, UPS, FedEx, etc.) by sorting, distributing, and posting mail and packages as needed.
• Prepare office for client meetings (i.e., schedule meetings, prepare conference rooms, etc.).

Office Expansion Project Support

• Serve as on-the-ground point of contact for the NY office expansion, coordinating with landlords, architects, and contractors.
• Act as a conduit between contractors and the office/employees in order to communicate relevant updates.
• Coordinate move logistics as well as furniture/equipment installation related to the expansion.

Apartment Management

• Manage firm's NYC apartment, including management of the visitor schedule, cleaners, repairs, and overall apartment tidiness/aesthetic.
• Act as primary liaison with the apartment building

Travel & Administration Coordination

• Liaise with HR to ensure smooth entry of new joiners, including the meet and greet and office tour on Day 1.
• Provide general office administrative support.
• Handle special projects and other duties, as assigned.

Finance & Accounting Partnership

• In partnership with the Accounting team, manage and provide (a) monthly supply expense reports for the New York office, (b) timely and accurate payment of relevant US invoices, and (c) the NY office budget (i.e., office supplies, refreshments and team events).
• Manage the US corporate credit card.

Health, Safety & Facilities Compliance

• Ensure compliance with all legal office requirements, to include (but not limited to) workplace safety (i.e., OSHA) and fire safety requirements.
• Serve as the office's point person for workplace safety programs, fire drills, and emergency preparedness plans.
• Maintain up-to-date records for building access, safety certifications, and vendor compliance documentation, including certificates of insurance for suppliers and contractors.
• Coordinate with building management on facilities issues (HVAC, security systems, maintenance requests).
• Own the office's emergency preparedness and business continuity plan, covering scenarios such as building closures, severe weather, and other workplace emergencies.

Qualifications

• Bachelor's degree preferred
• 4-6 years of related administrative experience in a fast-paced corporate environment
• Experience supporting an office expansion, move, or construction project a plus
• Proficiency in Microsoft Office, particularly Excel and Outlook
• Excellent organizational skills with the ability to help create order and manage processes in a process-light environment
• Strong multi-tasking and prioritization skills with excellent attention to detail
• Experience managing budgets, expense reporting, or corporate card reconciliation
• Strong communication skills, both written and verbal
• Proactive, able to take initiative and proactively seek information needed to complete tasks
• Trustworthy, able to be trusted with confidential information
• Comfortable working across time zones and cultures with France-based colleagues
• "No task is too small" mentality
• Must possess a mature and professional demeanor
• Must be able to lift 50 pounds

Compensation / Benefits

• Competitive base salary
• Annual bonus opportunity
• Fully subsidized health benefits
• 25 days of vacation per year (not inclusive of holidays)

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information

• Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility.
• Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you. Beacon Hill. Employing the Future (TM)