Office Manager

Optimatum Solutions LLC; New York (NY); On-site; USD 65,000 - 110,000; Full time

Benefits offered by this job

401(k) matching

Competitive salary

Dental insurance

Employee discounts

Health insurance

Paid time off

Training & development

Vision insurance

Job summary

Optimatum Solutions LLC is seeking a highly detail-oriented Office Manager to own day-to-day operations in our New York office. This true "one-stop" role combines facilities, IT coordination, finance support, and vendor management to keep the business running smoothly while consultants focus on clients.

You will work closely with the CEO and senior leadership, shaping how the firm operates as it grows, and you’ll help foster a welcoming, productive office culture in Midtown Manhattan.

Qualifications

• 5-7 years of experience in office management, office operations, or senior administrative roles.
• Hands-on experience with facilities management, lease administration, and coordinating with outsourced IT providers.
• Experience with invoice processing, expense tracking, and AP/AR support.
• Exceptional attention to detail and accuracy, with a track record of producing error-free work.
• Ability to manage multiple tasks and competing priorities in a fast-paced environment while meeting deadlines.
• Warm, polished, and professional presence with clients, visitors, vendors, and leadership.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft 365 (Excel/Outlook) and/or Google Workspace.
• High discretion and integrity in handling confidential information.
• Self-starter who works independently and takes ownership.

Responsibilities

• Run daily office operations including supplies, equipment, mail, and records.
• Coordinate meetings, travel, and onboarding/offboarding logistics.
• Create and improve administrative procedures.

Skills

Attention to detail

Multitasking

Written and verbal communication

Microsoft 365 / Google Workspace

Experience with invoicing / AP/AR

Client-facing professionalism

Independent problem solving

Education

Bachelor's degree in business administration or related field

Tools

Microsoft 365

Google Workspace

Job description

Benefits:

• 401(k) matching


• Competitive salary


• Dental insurance


• Employee discounts


• Health insurance


• Paid time off


• Training & development


• Vision insurance

Optimatum Solutions is seeking a highly detail-oriented Office Manager to own the day-to-day operations of our New York office. As we are a boutique firm, this is a true "one-stop" role: you will be the person who keeps the business running behind the scenes so our consultants and analysts can stay focused on clients. The ideal candidate is comfortable handling many priorities at once, moves easily between facilities, technology, financial tasks and broad range of responsibilities in the same day, and takes pride in getting the details right every time. Just as important, you will be the welcoming face of the firm and a driving force behind a positive, connected office culture.

This role works closely with the entire team, CEO and senior leadership and offers significant visibility, autonomy, and the opportunity to shape how the firm operates as it grows.

Our Story

Optimatum is a leading vendor management firm, delivering savings for the HR supply chain since 2007. We are the first company in the market to bring best practices in vendor management to HR Supply Chain operations: Employer-Sponsored Healthcare, Retirement, HR Systems, and M&A/Transitional Services. Our turnkey solutions improve the financial and operational performance of health care plans for our clients located nationwide through our unique multidisciplinary approach, which includes forensic analysis and the maintenance of existing vendor relationships, while at the same time increasing HR vendor transparency and accountability.

We're a high-performing, entrepreneurial organization built on a foundation of client focus and innovation. Our culture celebrates individuality, inclusion, and collaborative growth. At Optimatum, you'll find an environment that encourages continuous learning and personal development without the constraints of corporate bureaucracy. Every team member plays a meaningful role in driving our success and is recognized for their unique strengths and contributions.

Key Responsibilities

Office Operations

• Run daily office operations, including supplies, equipment, mail, and records.


• Coordinate meetings, travel, and onboarding/offboarding logistics.


• Create and improve administrative procedures.

Front of House & Office Culture

• Greet and host clients and visitors and prepare meeting spaces.


• Plan team events, celebrations, and client gatherings.


• Foster a welcoming office environment and boost employee morale.

Facilities

• Serve as the main contact for building management and facilities vendors.


• Coordinate repairs, maintenance, and workplace safety.

IT Coordination

• Act as liaison to our outsourced IT provider, logging and escalating issues.


• Coordinate equipment ordering, setup, and new-user access.


• Support data security practices for sensitive client information.

Finance Support

• Process invoices, track expenses, and handle reimbursements.


• Assist with payroll inputs and support our outside accountant.

Vendor Management

• Maintain vendor contracts and renewal dates and negotiate pricing and terms.

Qualifications

Required

• 5-7 years of experience in office management, office operations, or senior administrative roles.


• Demonstrated hands-on experience with facilities management, lease administration, and coordinating with outsourced IT providers.


• Experience with invoice processing, expense tracking, and AP/AR support.


• Exceptional attention to detail and accuracy, with a track record of producing error-free work.


• Proven ability to manage multiple tasks and competing priorities at once in a fast-paced environment, while meeting deadlines.


• Warm, polished, and professional presence with clients, visitors, vendors, and leadership.


• Strong written and verbal communication skills.


• Advanced proficiency in Microsoft 365 (especially Excel and Outlook) and/or Google Workspace.


• High degree of discretion and integrity in handling confidential company, employee, and client information.


• Self-starter who can work independently, take ownership, and solve problems without close supervision.

Preferred

• Prior experience in Financial or Professional Services is highly desirable


• Experience with accounting systems


• Experience planning company events and supporting employee engagement initiatives.


• Experience in a professional services, consulting, financial services, or HR/benefits environment.


• Experience supporting a small firm where the office manager is the sole operations resource.


• Bachelor's degree in business administration or a related field.


• Familiarity with data privacy considerations (e.g., HIPAA) in a regulated setting

Core Attributes for Success

• Strategic mindset with the ability to anticipate needs and recommend solutions.


• High EQ, professionalism, and client service orientation.


• Resourceful problem solver who takes ownership and delivers results.


• Continuous learner eager to adopt new tools and approaches.


• Team player who builds trust and communicates with clarity and tact.


• Operates with a sense of urgency.


• Excellent time management skills.


• Ability to stay calm and organized in fast paced moments.

What We Offer

We offer competitive compensation and a generous employee benefits package, including:

• Salary and bonus


• Comprehensive Benefits Program: Medical, Dental, Vision, Life Insurance, STD & LTD


• 401(k) with employer match


• Flexible time off policy, including vacation, personal days, and holidays

Join the Optimatum team in our New York City office in Midtown Manhattan. This position requires you to be in the office 5 days per week.

We look forward to discussing this opportunity with you.

* The expected base annual salary ranges from $65,000 - $110,000 plus incentive and bonus. Base salary offers are based on a wide range of factors including, but not limited to, relevant skills, training, experience, education, geographic location, performance, travel requirements, revenue-based metrics, any contractual agreements, and, where applicable, certifications and licenses obtained. Market and organizational factors are also considered. In addition to salary and a generous employee benefits package, successful candidates are eligible to receive a discretionary bonus.