Office Manager

Henderson Scott US; New York (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

Henderson Scott US is seeking a highly organized Office Manager to oversee administrative activities essential to the smooth operation of our New York office. The role focuses on improving efficiency, productivity, and maintaining a safe, clean, and professional work environment.

You will lead administrative staff, coordinate IT, HR, and compliance tasks, manage office facilities, and streamline document and vendor processes.

Qualifications

• Experience supervising administrative staff and coordinating operations.
• Ability to implement SOPs and ensure compliance.
• Proven track record in improving office efficiency and safety.

Responsibilities

• Oversee reception and front desk operations per SOPs.
• Coordinate IT-related issues and weekly IT meetings.
• Manage office facilities, vendors, and security measures.
• Oversee archiving, storage, and destruction of documents.
• Collaborate with Legal, Administration, and Accounting teams for vendor contracts.

Skills

Staff management

Staff training

SOP compliance

Time management

Performance reviews

Vendor coordination

IT support

HR support

Office operations

Communication

Tools

TimberScan

Brivo Access

Auto Attendant

SAS

Job description

We are seeking a highly organized and proactive Office Manager to oversee and streamline all administrative activities essential to the smooth operation of our office. The successful candidate will focus on improving efficiency, productivity, and maintaining a safe, clean, and professional work environment for employees and visitors. This role is instrumental in fostering a collaborative work culture and enhancing the overall employee experience.

Staff Management & Leadership

• Supervise and oversee the performance of administrative staff, including Admin Interns, Receptionists, Executive Assistants, and Cleaning Aides.
• Train staff on new projects and assignments while reinforcing compliance with Standard Operating Procedures (SOPs).
• Review and approve time worked for administrative staff.
• Conduct annual performance evaluations.
• Hold weekly meetings with administrative staff to review responsibilities and address questions or issues.
• Coordinate staff coverage as needed.

Office Operations & Facilities

• Oversee reception and front desk operations, ensuring compliance with established SOPs.
• Work with the receptionist to resolve issues involving employees, vendors, visitors, and deliveries.
• Manage the office phone system (Auto Attendant) and Specialty Answering Service (SAS), including script updates and emergency office-closing protocols.
• Manage office cleaning and inventory, conduct regular counts, and track usage to support purchasing needs.
• Purchase office supplies and coordinate internal functions, including Safety, QMP, and MEP, as well as project ceremonies such as groundbreaking events and ribbon cuttings.
• Oversee office cleaning operations, coordinate repairs and maintenance with vendors and the Client Services Department, and arrange annual office cleaning.
• Manage office security, including alarm maintenance, key issuance, and Brivo access cards for job sites.
• Process office supply invoices through TimberScan and track monthly utility expenditures.

Document & Warehouse Management

• Oversee the archiving, storage, and shredding of project files and departmental documents.
• Coordinate file transfers between the office, warehouse, and offsite storage facilities.
• Collaborate with Legal, Administration, and Accounting/Assistant Controller teams to approve banker boxes for shredding and negotiate contracts with shredding vendors.
• Maintain records and spreadsheets tracking the location and status of banker boxes.

IT, HR & Compliance Support

• Oversee IT-related issues and requests, maintain shared drive filing structures, and conduct weekly IT meetings.
• Maintain fleet and vehicle records, manage DMV documentation, complete semiannual EZ Pass reports, and oversee DOT number updates and biennial MCS-150 submissions.
• Support HR by coordinating office opening and closing procedures during emergencies, maintaining emergency action protocols, and retrieving holiday schedules.
• Coordinate annual SOP manual reviews, assign SOPs to staff, and develop new SOPs for projects and assignments.