Office and Facilities Manager

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Our client, a global private equity firm focused on healthcare industries, is seeking a Temporary-to-Permanent Office and Facilities Manager to join their New York City team.

The Office and Facilities Manager will ensure the smooth running of the New York office by delivering all administrative and logistical tasks within the office and developing US office processes (including inventory management, negotiating office contracts, travel and expense processes). This individual will also play a key role in managing the office expansion (currently undergoing) through March 2027.

Hours are 8:30am-5:30pm (flex needed), and this role requires someone to be on-site 5 days per week.

Responsibilities:
Office Management & Administration

• Manage guest access.
• Manage contracts and relationships with all US suppliers, including but not limited to office building, corporate hotels, office supply providers, cleaners, etc.; handle first line negotiations, schedule management, etc.
• Ensure sufficient office / pantry supplies at all times and keeps both tidy and organized throughout the day. Manage inventory.
• Ensure tidiness and overall aesthetics of the NY office, to include purchasing new equipment and decorations as needed.
• Ensure the kitchen and all meeting rooms are always clean and presentable during the day.
• Support preparation and coordination of Friday team catered lunches.
• Manage all mail and deliveries (i.e., USPS, UPS, FedEx, etc.) by sorting, distributing, and posting mail and packages as needed.
• Prepare office for client meetings (i.e., schedule meetings, prepare conference rooms, etc.).

Office Expansion Project Support

• Serve as on-the-ground point of contact for the NY office expansion, coordinating with landlords, architects, and contractors.
• Act as a conduit between contractors and the office/employees in order to communicate relevant updates.
• Coordinate move logistics as well as furniture/equipment installation related to the expansion.

Apartment Management

• Manage firm’s NYC apartment, including management of the visitor schedule, cleaners, repairs, and overall apartment tidiness/aesthetic.
• Act as primary liaison with the apartment building

Travel & Administration Coordination

• Liaise with HR to ensure smooth entry of new joiners, including the meet and greet and office tour on Day 1.
• Provide general office administrative support.
• Handle special projects and other duties, as assigned.

Finance & Accounting Partnership

• In partnership with the Accounting team, manage and provide (a) monthly supply expense reports for the New York office, (b) timely and accurate payment of relevant US invoices, and (c) the NY office budget (i.e., office supplies, refreshments and team events).
• Manage the US corporate credit card.

Health, Safety & Facilities Compliance

• Ensure compliance with all legal office requirements, to include (but not limited to) workplace safety (i.e., OSHA) and fire safety requirements.
• Serve as the office’s point person for workplace safety programs, fire drills, and emergency preparedness plans.
• Maintain up-to-date records for building access, safety certifications, and vendor compliance documentation, including certificates of insurance for suppliers and contractors.
• Coordinate with building management on facilities issues (HVAC, security systems, maintenance requests).
• Own the office’s emergency preparedness and business continuity plan, covering scenarios such as building closures, severe weather, and other workplace emergencies.

Qualifications:

• Bachelor’s degree preferred
• 4-6 years of related administrative experience in a fast-paced corporate environment
• Experience supporting an office expansion, move, or construction project a plus
• Proficiency in Microsoft Office, particularly Excel and Outlook
• Excellent organizational skills with the ability to help create order and manage processes in a process-light environment
• Strong multi-tasking and prioritization skills with excellent attention to detail
• Experience managing budgets, expense reporting, or corporate card reconciliation
• Strong communication skills, both written and verbal
• Proactive, able to take initiative and proactively seek information needed to complete tasks
• Trustworthy, able to be trusted with confidential information
• Comfortable working across time zones and cultures with France-based colleagues
• “No task is too small” mentality
• Must possess a mature and professional demeanor
• Must be able to lift 50 pounds

Compensation / Benefits:

• Competitive base salary
• Annual bonus opportunity
• Fully subsidized health benefits
• 25 days of vacation per year (not inclusive of holidays)

A1476967NY-Temp_1791913431

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