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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