Office Operations Manager

Office Operations ManagerSalary: $40,000Part time: 3 days a week (Tuesday, Wednesday, Thursday)SEEN Group Vision: Be the agency the Beauty world wants to work with.SEEN Group Mission: Originating ideas so inspiring they elevate perceptions of Beauty.SEEN Group Values:• Creativity• Inclusivity• Positivity• ExcellenceRole Overview:The Office Operations Manager plays a pivotal role in ensuring seamless daily operations of SEEN Group, with a focus on creating an outstanding workplace environment and employee experience within the New York office. With proven experience, this person will be well organized, have excellent attention to detail and drive efficiencies within the logistical operations of the business.Roles & Responsibilities:Administrative:Effectively managing office procedures and administrative systems to drive productivityGreet and welcome all guests, couriers, and visitors upon entry, directing them to the appropriate team members as needed, serving as the first point of contact and "face" of SEEN in the office.Maintain and restock office supplies, cleaning materials, and storage closet essentials to ensure the office runs smoothly and efficiently.Supporting with team andor client meeting, event coordination and proper set up including catering, delivery, décor, office appearance, etc.Maintenance of superior office appearance and organization, including main space and suite beauty closet.Management of all deliveries to office, to ensure team receipt and swift unpackingorganizationManaging relationships with external vendors and partners, e.g., building management, vendors for office supplies, cleaning crew, catering, and other office needs such as (FedEx, UPS, DHL)Identification of external vendors (florists, task rabbits, printers, third party product distribution), as requested and required by Senior Leadership TeamOverseeing any office designfurniture needs and appliance repairs required, including deliveries and external vendor managementGeneral administrative tasks to effectively run day-to-day business with MDFinancialCreating and maintaining office management budgets, including SEEN Social, Holiday Giftings, etc.Office finance support in line with external vendor system needs, ensuring any PO's have been raised accurately and invoices are processedManagement of expenses and bookings where appropriate for events and travelResponsible for depositing of all checksfinance docs to agency's bank accountTeamChampion and model SEEN Group's mission, vision, and values in ways of workingEnsuring office Health & Safety complianceAct as liaison between SEEN Group Talent Partner and New York team in facilitating a consistent onboarding experience for new joiners including IT set up, organizing welcome bag, as well as coordinating leaver equipment with IT.Lead Communication for all office announcements in relation to building management (roof opening, community events, property policies, etc.)Champion continuous improvement for the wider office, identifying improvement areas and drive business case for change as necessary.Skill Set: Passionate about the employee experience, culture and environmentAbility to perform daily management of office operations effectivity and with excellence and positivityExcellent written and verbal communication skillsVendor relationship management skills, ability to liaise and negotiate with partnersAbility to prioritize and comfortable working in a fast-paced environmentExperience with Google & Microsoft suite, Paprika a bonus!Ability to manage budget and showcase understanding of topline financeexpensesHighly organized and dedicated to efficiency in processesPassionate about on office process optimization and improvement.Must demonstrate skills and experience in business operations and ideally, retail or office operations.Strong interpersonal skills to work seamlessly with the Managing Director and the wider leadership team, contributing to the success of the business.

Created: 2024-10-19