Vaco Recruiter Services
Client: Internationally Known Insurance Organization
Role: Office Manager
Salary: $75,000 - $90,000 annually + Benefits
Location: Manhattan, NY (*5 days a week onsite - Midtown*)
Job Description:
Local Office Management & Administration You will be responsible for the day-to-day excellence of the office environment and administrative functions:
Office Operations:
Provide comprehensive administrative support, including drafting communications (memos, emails), printing, scanning, file management, and handling departmental mail.
Front Desk & Visitor Experience:
Act as the
first point of contact
for all internal and external visitors. Manage office access, greet visitors, assist with setup, and coordinate on-site logistics, including arranging meeting rooms, refreshments, and lunch benefits.
Workspace Maintenance:
Maintain a clean, safe, and efficient working environment. Proactively order and stock office supplies, including pantry snacks, fresh produce, and cleaning materials. Ensure all office equipment is functioning properly and liaise with
Vendors/Commercial Management
to resolve any issues.
Communication Hub:
Manage the local office phone line and efficiently direct calls to the appropriate parties.
Problem-Solving:
Take initiative to identify and resolve problems or inefficiencies as they arise to ensure the smooth operation of the office.
Financial & Reporting:
Manage the Head of Office's social budget, ensuring it is accurate and current. Process expenses and handle timely reporting via
Concur , ensuring full compliance with corporate policy.
Team & Leadership Support You will provide direct support to the Head of Office and assist with team development:
Head of Office Support:
Provide dedicated administrative support to the Head of Office, including arranging monthly office meetings, scheduling social activities, and handling ad hoc requests.
Onboarding:
Facilitate a smooth welcome for new office members by conducting safety tours, creating building access badges, arranging initial lunch access, and ensuring their workspace needs are met.
Team Engagement:
Plan, arrange, and execute social events for office members in partnership with the Head of Office.
Ad Hoc Projects:
Manage various projects as requested by the team, which may include circulating the local
Office Weekly Newsletter , coordinating miscellaneous events for various committees, and providing holiday coverage for other offices when needed.
Regional Administration & Event Coordination You will extend your support to the broader region, focusing on key administrative and event-related tasks:
Regional Financial Support:
Maintain the
Head of Office Regional budget
and ensure accurate budget tracking and records for regional activities.
Meeting Management:
Schedule and resolve logistics for all regional meetings, including taking accurate minutes and tracking actions during regional calls upon request.
Event Planning:
Provide comprehensive support for regional activities, including venue research, quote acquisition, booking event spaces, full logistics management, vendor liaison, managing invitations/calendar holds, following up on RSVPs, and providing
in-person event support
where necessary.
General Commercial Management Support
Participate in cross-team and intra-team projects as required.
Assist other members of the Commercial Management team with overflow tasks when requested.
Undertake any other reasonable duties or ad hoc reports that may be assigned.
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Role: Office Manager
Salary: $75,000 - $90,000 annually + Benefits
Location: Manhattan, NY (*5 days a week onsite - Midtown*)
Job Description:
Local Office Management & Administration You will be responsible for the day-to-day excellence of the office environment and administrative functions:
Office Operations:
Provide comprehensive administrative support, including drafting communications (memos, emails), printing, scanning, file management, and handling departmental mail.
Front Desk & Visitor Experience:
Act as the
first point of contact
for all internal and external visitors. Manage office access, greet visitors, assist with setup, and coordinate on-site logistics, including arranging meeting rooms, refreshments, and lunch benefits.
Workspace Maintenance:
Maintain a clean, safe, and efficient working environment. Proactively order and stock office supplies, including pantry snacks, fresh produce, and cleaning materials. Ensure all office equipment is functioning properly and liaise with
Vendors/Commercial Management
to resolve any issues.
Communication Hub:
Manage the local office phone line and efficiently direct calls to the appropriate parties.
Problem-Solving:
Take initiative to identify and resolve problems or inefficiencies as they arise to ensure the smooth operation of the office.
Financial & Reporting:
Manage the Head of Office's social budget, ensuring it is accurate and current. Process expenses and handle timely reporting via
Concur , ensuring full compliance with corporate policy.
Team & Leadership Support You will provide direct support to the Head of Office and assist with team development:
Head of Office Support:
Provide dedicated administrative support to the Head of Office, including arranging monthly office meetings, scheduling social activities, and handling ad hoc requests.
Onboarding:
Facilitate a smooth welcome for new office members by conducting safety tours, creating building access badges, arranging initial lunch access, and ensuring their workspace needs are met.
Team Engagement:
Plan, arrange, and execute social events for office members in partnership with the Head of Office.
Ad Hoc Projects:
Manage various projects as requested by the team, which may include circulating the local
Office Weekly Newsletter , coordinating miscellaneous events for various committees, and providing holiday coverage for other offices when needed.
Regional Administration & Event Coordination You will extend your support to the broader region, focusing on key administrative and event-related tasks:
Regional Financial Support:
Maintain the
Head of Office Regional budget
and ensure accurate budget tracking and records for regional activities.
Meeting Management:
Schedule and resolve logistics for all regional meetings, including taking accurate minutes and tracking actions during regional calls upon request.
Event Planning:
Provide comprehensive support for regional activities, including venue research, quote acquisition, booking event spaces, full logistics management, vendor liaison, managing invitations/calendar holds, following up on RSVPs, and providing
in-person event support
where necessary.
General Commercial Management Support
Participate in cross-team and intra-team projects as required.
Assist other members of the Commercial Management team with overflow tasks when requested.
Undertake any other reasonable duties or ad hoc reports that may be assigned.
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