Office Manager

Flowcode; New York (NY); On-site; USD 60,000 - 75,000; Full time

Job summary

Flowcode is hiring an Office Operations Lead for our Soho HQ in New York. You will own the operating system of the building, ensuring coffee, room resets, and visitors feel welcomed while continuously improving processes with automation and AI tools.

You will build AI-powered trackers and agents for ordering, budgets, event logistics and visitor check-in, partnering with People, IT, Finance and leadership to keep flow high and costs under control.

Qualifications

• Bachelor's degree from a highly selective university.
• Evidence of standout achievement in at least one competitive environment.
• Daily, hands-on use of AI tools, with at least one concrete example of something you built or automated.
• Exceptional written communication and attention to detail.
• Comfortable with spreadsheets, budgets and vendor management.
• Able to work onsite at our Soho office Monday–Friday.

Responsibilities

• Office operations: open the office each morning and keep spaces welcoming.
• AI-built systems: use Claude, ChatGPT and Zapier to automate tasks and document runbooks.
• Budget: manage snacks, meals, events and office expenses; report to Finance monthly.
• Guest and candidate experience: greet visitors and coordinate interview logistics.
• Team meals, happy hours and events: plan and run in-office gatherings.
• Offsites and company events: assist vendor selection and day-of execution.
• Vendors: manage building services, cleaning, food and IT vendors.
• IT first line: be the go-to for in-office tech issues and coordinate with IT.
• Special projects: lead initiatives to improve Flowcode operations.

Skills

AI fluency

Academic excellence

Clear written communication

Education

Bachelor's degree from a highly selective university

Tools

Claude

ChatGPT

Zapier

Job description

Role type:Full time

Reports to:Head of Talent

About Flowcode

Flowcode is the leading offline-to-online conversion platform, helping the world's biggest brands drive direct connections with their audiences. We turn physical touchpoints into digital conversion funnels, powering instant, privacy-compliant personalization at scale. Over 75% of the Fortune 500 trust Flowcode to turn physical moments into digital action, with speed, security and ease.

The role

You will own the operating system of our Soho HQ. That means everything a visitor, candidate or employee experiences in the building, and the systems behind it. The day-to-day matters: coffee is ready, rooms are reset, lunch arrives on time, guests feel expected. But the job is to make all of that run with less effort every month.

We want someone who uses AI the way most people use email. You will build the trackers, automations and agents that handle ordering, budgets, event logistics and visitor flow, so your time goes to the work that needs judgment.

You will work with the People team and partner directly with IT, Finance and the executive team. Every candidate who interviews at Flowcode meets you first, so you are part of how we hold our hiring bar. The seat gives you direct exposure to People Operations, company operations and how a leadership team runs a business.

What you'll own

• Office operations.Open the office each morning with coffee on, rooms reset and common areas ready. Keep the space organized and welcoming through the day.
• AI-built systems.Use tools like Claude, ChatGPT and Zapier to automate supply reordering, budget tracking, event logistics and visitor check-in. Document what you build so it runs when you are out.
• Budget.Own the budget for snacks, meals, events and office expenses. Report actuals against plan to Finance every month and find savings without lowering the experience.
• Guest and candidate experience.Greet clients, partners and candidates and make their first ten minutes at Flowcode excellent. Coordinate onsite interview logistics with the People team.
• Team meals, happy hours and events.Plan and run recurring lunches, happy hours and in-office gatherings end to end.
• Offsites and company events.Be a lead partner on offsites, celebrations and company-wide events, from vendor selection to day-of execution.
• Vendors.Manage building management, cleaning, food and IT vendors. Hold them to service levels and renegotiate when they miss.
• IT first line.Be the first point of contact for in-office technology issues, fix what you can, and elevate the rest to our IT partner.
• Special projects.Take on projects that make Flowcode run better, often with the People and executive teams.

Who we're looking for

We hire very few people and hold every hire to the same bar. For this role, that means:

• You have won somewhere hard.You have a record of standout achievement in a competitive arena: academics, varsity athletics, debate, music, the arts, research, or something you founded and grew.
• You have an exceptional academic record.You studied at a highly selective university, or finished at the top of a rigorous program.
• You are AI-fluent.You use AI tools every day, and you can show us something you built with them that saved real time or money.
• You have a spike.There is one thing you do better than almost anyone you know, and you can point to evidence: a promotion, a ranking, a award, a result.
• You write clearly.Your resume is simple, logical and free of errors. We read it as a work sample.
• You care about people's experience.You notice when something is slightly off, and you fix it before anyone asks.

Requirements

• Bachelor's degree from a highly selective university (for example, a U.S. News Top 50 national or global university), or a top-of-class record (honors, top 10%) in a rigorous program
• Evidence of standout achievement in at least one competitive environment
• Daily, hands-on use of AI tools, with at least one concrete example of something you built or automated
• Exceptional written communication and attention to detail
• Comfortable with spreadsheets, budgets and vendor management
• Comfortable troubleshooting basic technology and coordinating with IT
• Typically 0–3 years of professional experience; internships, campus leadership and hospitality experience all count
• Able to work onsite at our Soho office Monday–Friday

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

A successful candidate's starting pay will be determined based on the role, job-related skills, experience, qualifications, work location, and market conditions. The current range for this role is $60–75K plus equity.