THE ROLE

Serve as the operational lead for the New York office, responsible for full ownership of day-to-day workplace operations, facilities coordination, vendor execution, and service delivery. This role ensures implementation of Corporate Services standards at the site level and maintains operational excellence, financial discipline within approved budgets, and a high-quality employee and visitor experience. Acts as the primary onsite point of contact for operational and facilities matters, escalating strategic, contractual, or capital-related issues to the Office Manager as appropriate.

Roles And Responsibilities

Team Leadership & Supervision

Directly supervise reception and janitorial staff
Own scheduling, coverage planning and performance management
Establish and enforce NY service standards
Conduct performance reviews and coaching
Build cross-training plans to ensure operational continuity

Facilities & Building Operations

Own the day-to-day facilities management of the NY office within approved governance framework:

Serve as primary liaison to building management for daily operational matters
Submit and manage all service tickets through resolution
Coordinate vendor scheduling and onsite service visits
Manage preventative maintenance tracking and documentation
Conduct routine office walkthroughs and proactively identify issues
Coordinate minor repairs and facilities work under approved spending threshold
Manage access control system (card programming, deactivation, audits)

Vendor & Procurement Ownership

Own Operational Vendor Management Within Existing Contract Framework

Manage day-to-day relationships with approved NY vendors
Coordinate catering vendors and office service providers
Manage office supply, grocery, and consumables procurement
Negotiate minor pricing adjustments within approved parameters
Prepare checks and payment documentation for approval

Operational Administration & Process Ownership

Own business card ordering process end-to-end, including compliance coordination and vendor portal management
Own employee visitor coordination process and front desk protocols
Lead expense deadline communications and reminders to staff
Contribute office updates and announcements to internal communications (e.g., weekly newsletter)

Desired Qualifications And Experience

3–5 years of experience in office operations, workplace management, or facilities coordination
Prior experience supervising staff required
Strong leadership presence with ability to manage multiple employee groups
Highly organized with exceptional attention to detail
Proven ability to operate in a fast-paced, service-driven environment
Professional demeanor and strong interpersonal skills
Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint)
Experience managing in-house support staff preferred
Portuguese fluency preferred

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