Office Manager

DBI Projects; New York (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

DBI Projects is seeking an organized, proactive Office Manager to lead day-to-day office operations for a fast-moving team of project managers in real estate and construction. This role serves as the central point for office operations, guest experience, employee support, facilities coordination, events, recruiting logistics, onboarding, and internal administrative processes.

The successful candidate will be extremely organized, efficient, and self-motivated, with strong written and verbal

Qualifications

• Experience as Office Manager or similar in a fast-moving team.
• Excellent written and verbal communication.
• Ability to handle confidential information with discretion.
• Strong time management and prioritization.

Responsibilities

• Serve as front desk and primary contact for guests and employees.
• Screen calls, greet visitors, coordinate shipments and mail.
• Provide hospitality-focused support to employees and partners.
• Assist branch offices with operational matters.
• Oversee office space and coordinate vendor maintenance.
• Plan and execute internal events and team activities.
• Support HR tasks including job postings, recruiting logistics and onboarding.
• Organize employee evaluations and policy development.
• Coordinate training tracking and liaison with ADP.

Skills

Organizational skills

Hospitality mindset

Clear communication

Time management

Discretion with confidential info

Job description

DBI Projects is seeking an organized, proactive, and service-oriented Office Manager to lead day-to-day office operations for a fast-moving team of project managers in the real estate and construction industry. This role serves as the central point of contact for office operations, guest experience, employee support, facilities coordination, events, recruiting logistics, onboarding, and internal administrative processes. The ideal candidate brings strong judgment, clear communication, excellent follow-through, and a hospitality-focused approach to supporting employees, visitors, partners, and senior leaders.

Office & General Operations

• Sit at the front desk, serving as primary point person and first interaction point for guests and employees coming to the office.
• Covering general duties such as screening and routing phone calls, attending to visitors, preparing and coordinating shipments and deliveries, distributing mail, etc.
• Offer a hospitality and concierge-type approach to employee interactions
• Operational stocking and ordering of food, supplies, etc. providing executive support to Partners as required
• Acting as the office-wide point person for general office operational items
• Assist branch offices in operational matters

Physical Office Space

• Oversee management of all aspects of physical space
• Ensure NYC facility is maintained to the highest standards
• Coordinate with service and maintenance vendors
• Control uses of physical space (conference room, common, etc.)

Events & Team Activities

• Plan and execute recurring internal events, including monthly lunches, happy hours, company meetings, leadership meetings, retreats, annual meetings, holiday events, and other team activities.
• Support business development and client-facing events
• Serve as key point person for new employees for all aspects of operational items (excluding IT and project work)
• Point person for job postings and tracking candidates
• Develop and manage employee policies
• Organize and lead the employee evaluation process
• Serve as point person for other aspects of HR as assigned, including the interface between ADP and employees when needed
• Organize 30, 60, 90 Day Check Ins with support
• Support the Head of Training in organizational tracking
• Serve as point person for training committee and training consultants
• Serve as point person for team activities, meetings, retreats, etc.

The successful candidate will be extremely organized, efficient, and self-motivated, possessing strong written, and verbal communication skills, and have experience handling confidential and sensitive information. Excellent time management and the ability to prioritize work are a must.

The nature of our business is fast-moving and dynamic, so the Office Manager will need to be flexible and able to effectively deal with changes in business needs as they arise. We are a close-knit and results-driven team that takes pride in our work culture. Individuals who place a high value on learning and working hard will fit right in with the social and energetic environment of this group. A hospitality-based approach is needed for this position as supporting the employees is key part of this role. No task can be too big or too small. The position will report to one of the Partners and collaborate with other partners and senior leaders. Proven experience in an Office Manager role is a requirement.

Annual Salary Range: $70,000-$90,000 plus potential for annual bonus. Ranges are determined by role and level depending on candidate’s experience and qualifications and represent a good faith effort to provide a fair and equitable salary. All qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, sex, disability, or marital status.