What are the responsibilities and job description for the Office Manager position at Daedalus Design and Production?
Office Manager at Daedalus Design & Production
Daedalus Design & Production is looking for a capable, proactive, and detail-oriented Office Manager to take ownership of our day-to-day office operations. This is a dynamic role in a small company where people wear many hats — the right person will be comfortable jumping in wherever needed, keeping the office running smoothly, our team aligned, and our systems on track. This position reports directly to company leadership and works closely with both internal staff and external vendors. You’ll be the hub of our office operations and the glue that holds our office together.
Examples of specific duties include:
A. Office Operations & Administration
- Maintain the overall organization, cleanliness, and function of the office
- Manage office supplies, equipment, and vendor relationships
- Develop and maintain filing systems for both physical and digital documents
- Monitor the general info inbox, flag important messages, and route them appropriately
- Schedule internal meetings and manage shared calendars
- Maintain and update a broad project calendar and an employee calendar
- Coordinate travel, accommodations, and events as needed (including per diem and logistics where necessary)
- Organize and maintain our material sample library
- Coordinate with vendors for office services such as IT support, waste removal, and building operations
B. HR & People Operations
- Coordinate onboarding and offboarding (paperwork, accounts, checklists)
- Maintain accurate and up-to-date employee records
- Track PTO, sick leave, and employee timesheets
- Assist with weekly payroll administration
- Coordinate benefits enrollment and updates, including:
- ***Health insurance
- ***401(k)
- ***Transit/commuter benefits
- ***FSA/HSA accounts
- ***Annual benefits renewals and open enrollment
- Help establish and communicate HR policies
- Act as internal HR liaison for employees with Brooklyn Navy Yard (BKNY)
- Coordinate annual training sessions (e.g., harassment prevention)
- Perform gatekeeping responsibilities for the CEO
C. Internal Systems & Special Projects
- Maintain job tickets and job tracking systems
- Keep employee timecards and contact lists current
- Propose and implement improvements to internal systems and workflows
- Research and manage office/admin platforms as needed
- Track compliance documentation (insurance, certifications, etc.)
- Support leadership with special projects
- Help plan company events and support internal culture-building initiatives
What we’re looking for:
- 3-5 years of experience in office management, or a similar administrative role
- Highly organized, detail-oriented, and self-motivated
- Excellent verbal and written communication skills
- Proficient in Microsoft Office suite (Excel, Word, Teams)
- Experience handling confidential HR or payroll information
- Trustworthy and discreet with sensitive information
- Able to manage multiple priorities and meet deadlines
- Friendly, approachable, and collaborative
- Flexible and patient in a dynamic, creative work environment
- Process-minded: you enjoy establishing order and improving systems
- Tech-savvy and eager to learn new tools
A little about us:
Daedalus is a premier, full-service custom fabrication shop specializing in creating intricate sets, props, and fully built environments for theater, live events, retail, film, public art, and architectural installations. Established in 2002, we initially garnered acclaim for our proficiency crafting complex sets and props for legendary Broadway, Off-Broadway, and touring theatrical productions, including Aladdin, Hamilton, and Harry Potter. Over the years, Daedalus significantly expanded its reach, cultivating a broad clientele and earning a stellar reputation for delivering top-tier craftsmanship within the dynamic landscape of New York theater and beyond.
In 2021, Daedalus transitioned to a state-of-the-art facility encompassing over 35,000 square feet strategically located in the Brooklyn Navy Yard. This relocation marked a pivotal moment in our journey, significantly increasing our production capacity and enabling us to undertake larger, more ambitious projects. The upgraded facility has equipped Daedalus with cutting-edge manufacturing capabilities, including the integration of three CNC Routers, a metal tube laser, and SLS 3D Printing. This strategic expansion not only accommodates our present needs but also positions us for future growth. At Daedalus Design & Production, we continue to set industry standards by seamlessly blending innovation with a legacy of unparalleled craftsmanship.
Interested? Respond with a cover letter and a resume to jobs@daedalusnyc.com. Please have references available upon request. We look forward to hearing from you!
Daedalus Design & Production is an equal opportunity employer
