Office Manager

SUMMARY    

USA for UNHCR seeks a highly organized and professional Office Manager who can anticipate needs and deliver excellent customer service. The ideal candidate will be proactive, able to stay productive with minimal direction, and maintain a high standard of professionalism in all tasks. In this role, the Office Manager will manage the NY office, provide administrative support to the HR team, and assist in the coordination of high-impact events from start to finish. As a key team member, the Office Manager will help ensure smooth operations, contribute to organizational success, and support a positive work culture. 

ESSENTIAL DUTIES AND RESPONSIBILITIES   

Office Support   

• Manager of First Impressions: Serve as initial point of contact for staff and visitors, creating a positive first impression.   

• Office Coordination: Perform administrative functions, including office & AV equipment maintenance, security monitoring, procurement of office supplies/equipment, mail management, kitchen area upkeep, and collaboration across the organization to anticipate needs.   

• Facilities Coordination: Serve as primary point of contact when liaising with building management in our New York City office to ensure a best-in-class environment for employees and guests. Serve as the primary point of contact for facility-related issues and requests; develop preventive maintenance schedules for office equipment; conduct safety inspections, address hazards promptly, and identify areas for improvement. Implement the Emergency Action Plan.  

• Expense Reporting & Reconciliation: Facilitate receipt and recording of administration invoices; oversee credit card reconciliations and expense reports on behalf of the Senior Operations and Administration Manager  

• Concierge Support: Assist in hosting meetings and events by coordinating venues, managing event calendars, negotiating vendor agreements, handling catering, lodging, AV, and travel arrangements.   

• Documentation & Compliance: Maintain accurate records and perform audits, as necessary; recommend updating procedures to ensure operational efficiencies and excellence; support policy repository maintenance; support document retention schedule maintenance.  

• Vendor and Stakeholder Relations: Act as primary point of contact for external vendors and service providers, in the New York office; coordinating with vendors, such as managed service providers (MSP), travel vendors, and building management; manage relationships to ensure efficient service delivery and resolve issues promptly.   

Human Resources Operations Support  

• HR Operations Administration: Provide support in the execution of HR operational transactions, including total rewards, onboarding, offboarding, and internal employee updates.  

• Compliance and Regulatory Support: Maintain up-to-date labor law postings, managing both physical and digital compliance records. Assist with annual employee compliance requirements.  

• Record Management: Maintain and update organized, accurate employee records and HR operations files and within HR systems.  

Other Functions  

• Other duties as assigned. 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   

EDUCATION and/or EXPERIENCE    

• 3-5 years of experience in administrative or office management roles; Bachelor’s degree in Business Administration, Office Management, Human Resources, or related field preferred. 

• Event planning and coordination experience is highly desirable. 
  

• In lieu of education/degree requirements a successful candidate will have: 
  • Strong organizational and communication skills. 
  • Anticipate office and team needs and take a proactive approach to problem-solving. 
  • Proficiency in Microsoft Office Suite and familiarity with HRIS systems. 
  • Ability to manage multiple priorities and adapt to changing situations
• Technology usage, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and HRIS or other enterprise software. 
• Experience in vendor management, procurement, and facilities coordination. 
• Principles of office organization and management, including inventory control, vendor relations, and facilities maintenance. 
• Event planning and coordination, including logistics, vendor negotiations, and scheduling. 
• Contract and procurement processes to ensure compliance and efficiency. 
• Basic troubleshooting for office equipment, including AV systems, printers, and copiers, to ensure smooth daily operations. 
• Attention to detail to ensure accuracy in tasks such as record-keeping, expense reporting, and document preparation. 
• Human Resources processes, such as onboarding, benefits administration, and compliance with labor regulations. 
• Best practices and commitment to maintaining confidentiality and handling sensitive information with discretion

WORK LOCATION

Hybrid  New York, NY  May also involve travel to some locations within the company’s region of operations and select donor locations.   

COMPENSATION    

$77,872 – $84,137 

DISABILITY SPECIFICATIONS    

USA for UNHCR will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.   

USA for UNHCR is an Equal Opportunity Employer. Refugees and all other protected classes are encouraged to apply.  

Salary : $77,872 - $84,137