Posted on 
Jun 28, 2024

Office Manager

Mid-Senior ICs
Administration
Movable Ink
Movable Ink
Movable Ink
Series D
251-1000
Marketing & Marketing Tech

Movable Ink is a software company that provides marketers with technology and expert services to create unique customer experiences.

Job Description

The Office Manager will be the go-to person for all office operations, management, and culture, supporting our Global team from our New York City office. This person will be an extension of our NYC-based Workplace Experience team ensuring our operational initiatives are maintained across Movable Ink globally! The Office Manager will engage with the larger team to foster a supportive work environment, host cultural events to strengthen team cohesion, and cultivate relationships with staff members to promote a positive workplace culture. While based out of our NYC office, the Office Manager will undertake monthly visits to our Waltham office, conducting comprehensive facility inspections, overseeing stock levels, and managing pantry orders to ensure a smooth and uninterrupted flow of supplies. These visits serve to maintain operational efficiency and uphold our company’s values across all locations. 

This role is expected to be in-person in our NYC office a minimum of 4 days per week from 8:30am-5:30pm EST.

Responsibilities:

  • Oversee the maintenance and upkeep of our newly established office headquarters, ensuring it is meticulously maintained to uphold exceptional standards every day.
  • Proactively recognize the needs of the office and ensure that the spaces are tidy, welcoming, and set up properly.
  • Assist the greater Workplace Experience team in planning and executing large cultural events, initiatives, and special projects globally as needed including team and large scale on-sites.
  • Manage and stock the office pantry, curating a diverse array of snacks and beverages to cater to various preferences and dietary needs.
  • Own multiple budgets across culture and office touch-points including in-person events, virtual events, office maintenance, pantry program.
  • Sourcing suppliers and vendors, tracking costs, and keen eye for procurement.
  • Set up, track, and maintain a safe working environment following all relevant guidelines and partner with outside vendors and building management as needed.
  • Collaborate with other Workplace Experience team members to help provide a great experience for employees and cultural consistency across locations.
  • Liaise and partner with internal stakeholders (IT, Accounting, Executive Assistants, and ERG chairs) and external stakeholders( building management, engineers, and cleaning contractors).
  • Emergency Safety Planning; serve as Fire Safety Warden with biannual First Aid and CPR/AED training.

Qualifications:

  • 4+ years prior experience as an Office Manager or Pantry Manager
  • Ability and willingness to come into the NYC office a minimum of 4 days per week.
  • Ability and willingness to travel to our Waltham office monthly, and to our US-based global offices on occasion.
  • Experience sourcing and maintaining relationships with vendors with a keen focus on pantry programs.
  • Proficiency with G-Suite including Google Sheets, Google Docs and Google Slides.
  • Experience managing budgets
  • Experience in vendor procurement, management and relationship building.
  • Excellent multitasking, organizational, and prioritizing skills.
  • Views all tasks with a project management mindset - being results oriented, ability to prioritize tasks, and having a strategic mindset.
  • Proactive, resourceful, diligent, and demonstrates a high follow-through rate.
  • Solid written, verbal, and active listening skills
  • Friendly and approachable demeanor
  • Demonstrates the desire to grow and take on new skills and projects
  • Adobe, Canva, and design software skills a plus

The base pay range for this position is $90,000-$100,000 USD /year, which can include additional on-target commission pay/bonus. The base pay offered may vary depending on job-related knowledge, skills, and experience. Stock options and other incentive pay may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, depending on the position ultimately offered.

The Office Manager will be the go-to person for all office operations, management, and culture, supporting our Global team from our New York City office. This person will be an extension of our NYC-based Workplace Experience team ensuring our operational initiatives are maintained across Movable Ink globally! The Office Manager will engage with the larger team to foster a supportive work environment, host cultural events to strengthen team cohesion, and cultivate relationships with staff members to promote a positive workplace culture. While based out of our NYC office, the Office Manager will undertake monthly visits to our Waltham office, conducting comprehensive facility inspections, overseeing stock levels, and managing pantry orders to ensure a smooth and uninterrupted flow of supplies. These visits serve to maintain operational efficiency and uphold our company’s values across all locations. 

This role is expected to be in-person in our NYC office a minimum of 4 days per week from 8:30am-5:30pm EST.

Responsibilities: 

  • Oversee the maintenance and upkeep of our newly established office headquarters, ensuring it is meticulously maintained to uphold exceptional standards every day.
  • Proactively recognize the needs of the office and ensure that the spaces are tidy, welcoming, and set up properly.
  • Assist the greater Workplace Experience team in planning and executing large cultural events, initiatives, and special projects globally as needed including team and large scale on-sites.
  • Manage and stock the office pantry, curating a diverse array of snacks and beverages to cater to various preferences and dietary needs. 
  • Own multiple budgets across culture and office touch-points including in-person events, virtual events, office maintenance, pantry program.
  • Sourcing suppliers and vendors, tracking costs, and keen eye for procurement.
  • Set up, track, and maintain a safe working environment following all relevant guidelines and partner with outside vendors and building management as needed.
  • Collaborate with other Workplace Experience team members to help provide a great experience for employees and cultural consistency across locations.
  • Liaise and partner with internal stakeholders (IT, Accounting, Executive Assistants, and ERG chairs) and external stakeholders( building management, engineers, and cleaning contractors).
  • Emergency Safety Planning; serve as Fire Safety Warden with biannual First Aid and CPR/AED training.

Qualifications:

  • 4+ years prior experience as an Office Manager or Pantry Manager
  • Ability and willingness to come into the NYC office a minimum of 4 days per week.
  • Ability and willingness to travel to our Waltham office monthly, and to our US-based global offices on occasion.
  • Experience sourcing and maintaining relationships with vendors with a keen focus on pantry programs. 
  • Proficiency with G-Suite including Google Sheets, Google Docs and Google Slides.
  • Experience managing budgets
  • Experience in vendor procurement, management and relationship building.
  • Excellent multitasking, organizational, and prioritizing skills.
  • Views all tasks with a project management mindset - being results oriented, ability to prioritize tasks, and having a strategic mindset.
  • Proactive, resourceful, diligent, and demonstrates a high follow-through rate.
  • Solid written, verbal, and active listening skills
  • Friendly and approachable demeanor
  • Demonstrates the desire to grow and take on new skills and projects
  • Adobe, Canva, and design software skills a plus

The base pay range for this position is $90,000-$100,000 USD /year, which can include additional on-target commission pay/bonus. The base pay offered may vary depending on job-related knowledge, skills, and experience. Stock options and other incentive pay may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, depending on the position ultimately offered.

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