Office Management Specialist

NextGenEnergyJobs; New York, Northern (NY, KY); Hybrid; USD 60,000 - 75,000; Full time

Benefits offered by this job

Health, Dental, Vision insurance

401(k) with company match

20 days PTO

Parental & caregiver leave

Commuting reimbursement

Office equipment stipend

Wellness program

Job summary

STX is seeking an organized, service-oriented Office Management Specialist to own the day-to-day operations and maintain a welcoming workplace in New York. You will manage supplies, vendor relationships, meetings, travel, and guest experiences to ensure smooth office functioning.

Qualifications include 2+ years in office management or related roles, strong organizational skills, and excellent communication in English.

Qualifications

• 2+ years of professional experience in office management or related roles.
• Strong organization and ability to manage multiple priorities.
• Excellent problem-solving and calm under time pressure.
• Ownership mindset and proactive, hands-on approach.
• Fluent in English (written and spoken).
• Experience in international or multicultural environments preferred.
• Willingness to work in the New York office four days a week.

Responsibilities

• Take ownership of day-to-day operations and overall office organization.
• Proactively manage and order office supplies and kitchen items.
• Serve as main point of contact for employees on office questions and requests.
• Manage relationships with external vendors, suppliers, contractors, and service providers.
• Liaise with building management on maintenance, access, security, and cleaning.
• Coordinate catering, lunches, and logistics for meetings and events.
• Coordinate office-related projects, upgrades, facilities, and employee experience initiatives.
• Manage travel bookings through external provider and assist travel requests.
• Oversee guest registration and visitor process for visitors and clients.

Skills

Organization

Project management

Communication

Customer service

Multitasking

English fluency

Job description

We are looking for an organized, service-oriented Office Management Specialist who enjoys taking ownership.

Responsibilities

• Take ownership of the day-to-day operations and overall organization of the office, ensuring a well-maintained, professional, and welcoming workplace environment.
• Proactively manage and order office supplies, stationery, kitchen supplies, snacks, and food & beverages.
• Serve as the main point of contact for employees regarding office-related questions, requests, and issues.
• Manage relationships and day-to-day communications with external vendors, suppliers, contractors, and service providers.
• Liaise with the building management team regarding maintenance, repairs, access, security, cleaning, and other building-related matters.
• Coordinate catering, lunches, and other logistics for meetings and office events.
• Coordinate office-related projects and improvements, including office upgrades, furniture, facilities, and employee experience initiatives.
• Manage company travel bookings through the designated external travel provider and provide support with travel-related requests.
• Manage the guest registration and visitor process, including coordinating access and ensuring a professional experience for visitors, clients, and candidates.

Requirements

• 2+ years of professional experience, preferably in office management, administrative assistant, event management, or project coordination.
• Strong organizational and project management skills, with the ability to manage multiple priorities simultaneously.
• Excellent problem-solving skills and the ability to remain calm and effective under time pressure.
• Proactive, hands-on, and service-oriented mindset with a strong sense of ownership.
• Flexible and responsive, with a willingness to go beyond routine responsibilities when needed.
• Fluent in English, both written and spoken (required).
• Strong communication and interpersonal skills, with the ability to work effectively with employees, executives, vendors, and external partners.
• Experience working in an international or multicultural environment is preferred.
• Available to work in New York office four days a week.

Benefits

• The base salary range for this position is $60,000- $75,000 based on several objective factors such as relevant experience, holistic skillset, and applicable licenses and certifications. The candidate may also be eligible for discretionary compensation as determined annually within the company fiscal year.
• In addition to a competitive salary, STX is committed to the well-being of our employees and offers extensive benefits including:
• Company-sponsored Health, Dental, and Vision for employees and their families with minimal co-pays
• Retirement plan options with company match (401k)
• 20 days of annual, flexible paid time off
• Generous parental & caregiver leave
• Reimbursement for office commuting costs
• Monetary stipend for office equipment
• Strong focus on personal and professional development
• Employee wellness program
• We encourage and welcome applications from candidates of diverse backgrounds, experiences, and perspectives to enhance our team and contribute to a more inclusive work environment. Diversity, equity, inclusion, and belonging are more than just concepts – they are part of our everyday work culture, ensuring employees are welcomed and experience true camaraderie.
• At STX, we ask applicants to think holistically about roles. If the role sounds exciting and a great fit for you but some of the criteria or required experience doesn’t 100% line up, we still encourage you to apply!