Office Manager

📋 Description

• • Savvy Insurance Services, Inc. is at a pivotal growth stage, seeking a dynamic and detail-oriented Office Manager to join our team and play a crucial role in shaping a positive and efficient in-office employee experience.
• • As the Office Manager, you will be instrumental in executing the day-to-day operations of our NYC office, ensuring a seamless and welcoming environment for our growing hybrid workforce.
• • This role is perfectly suited for an organized and proactive individual early in their People or Workplace Operations career, who thrives on hands-on responsibilities, rapid response, and a strong focus on execution.
• • You will collaborate closely with the People, IT, and Finance departments, acting as a central point of contact to guarantee the smooth functioning of the office and to enhance the daily experience of every Savvy employee.
• • Your contributions will directly influence how employees perceive and interact with Savvy on a daily basis, from their initial arrival at the office to their participation in crucial onboarding sessions and engaging company events.
• • **Key Responsibilities include:**
• • **Day-to-Day Office Operations:** Overseeing all aspects of daily office management, including opening and closing procedures, managing the front desk and ensuring an exceptional guest experience, diligently tracking and replenishing office supplies and inventory, coordinating with cleaning and maintenance services to uphold office cleanliness and functionality, and proactively addressing and resolving any immediate office-related issues.
• • **Project Leadership and Vendor Management:** Leading office-related projects from conception to completion, which includes managing relationships with various office vendors, providing support for space planning initiatives, coordinating future office needs and expansions, maintaining comprehensive office inventory, and managing the ordering of essential supplies, food, and beverages, as well as handling mail receipt, sorting, and distribution.
• • **Facilities and Space Coordination:** Managing all facilities and space logistics, such as efficient desk assignments, seamless conference room scheduling, coordinating Audio-Visual (AV) and IT support, and actively supporting the logistics of our hybrid work schedules; assisting with office reconfigurations or relocations under the guidance of senior team members.
• • **Vendor Relationship Management:** Facilitating effective communication with all office-related vendors, meticulously tracking vendor contracts and invoices, and promptly escalating any issues or questions to the appropriate stakeholders.
• • **Event Execution and Employee Engagement:** Executing a variety of office programs and events, including in-office social gatherings, team-building activities, coordinating the logistical aspects of onsite employee onboarding, and organizing employee celebrations, all in close collaboration with and under the direction of the People team.
• • **Safety and Security Oversight:** Assisting in the maintenance of office safety and security protocols, including coordinating badge access for employees and visitors, maintaining emergency preparedness documentation, and reporting any safety issues or incidents to the relevant teams.
• • **Equipment and Asset Management:** Supporting the logistics of office equipment and assets, such as coordinating laptop and equipment distribution, maintaining accurate asset tracking records, providing basic troubleshooting for office technology, and coordinating necessary repairs or replacements with the IT department.
• • **Visitor and Meeting Support:** Providing comprehensive logistical support for visitors, including scheduling interviews, arranging catering for meetings, and managing conference room bookings to ensure a professional and efficient environment.
• • **Cross-Functional Collaboration:** Working collaboratively with the IT, Finance, and People teams to execute shared operational tasks, ensuring smooth transitions and handoffs related to employee onboarding, offboarding, and office access management.
• • **Documentation and Process Improvement:** Maintaining up-to-date office documentation, including operational playbooks, Standard Operating Procedures (SOPs), vendor contact lists, emergency procedures, and internal office guidelines, to ensure consistency and efficiency.
• • **Physical Employee Experience:** Championing the physical employee experience by ensuring the office remains organized, welcoming, and fully functional, and by actively gathering and relaying employee feedback to the People team for continuous improvement.
• • **Employee Lifecycle Support:** Providing essential logistical support for key stages of the employee lifecycle, including setting up new hires for success, coordinating equipment and access for offboarding employees, and supporting various transitions in close partnership with the People team.
• • This role offers a unique opportunity to be an integral part of Savvy's expansion, directly contributing to the infrastructure that supports our most valuable asset: our people.