Office Manager

Summary
The Office Manager is responsible for overall operation, functionality, and employee experience of the company’s New York City headquarters across two buildings. This role balances facilities management and workplace operations with employee and visitor experience, ensuring both locations are safe, efficient, well-maintained, and welcoming. The ideal candidate is equally comfortable managing building infrastructure and supporting people in a fast-paced corporate environment. The Office Manager will be the central point of contact between management, employees, and external vendors to maintain a productive, organized, and compliant work environment.

Duties and Responsibilities

Facilities & Building Operations

• Oversee daily facilities operations across two NYC buildings, ensuring consistency in standards and services
• Serve as primary liaison with landlords, property managers, and building engineers
• Manage maintenance, repairs, cleaning, security, utilities, and after-hours emergencies
• Ensure compliance with fire/life safety, OSHA, and building regulations
• Coordinate preventative maintenance programs and inspections
• Manage access control, security protocols, and emergency preparedness

Employee & Visitor Experience

• Create and maintain a high-quality, professional and welcoming employee, visitor, and client experience across both offices
• Serve as a key point of contact for employees regarding office services and workplace needs
• Oversee reception, mail, shipping, and delivery operations
• Support onboarding and offboarding logistics, including workspace setup and access
• Plan and coordinate office meetings, events, and employee engagement initiatives
• Support executives and teams with scheduling meetings, and catering meals

Vendor, Budget & Asset Management

• Manage vendor relationships and contracts supporting both facilities and office services
• Track budgets, approve invoices, and monitor expenses across both buildings
• Maintain inventory of furniture, equipment, and office supplies

Cross-Functional Collaboration

• Partner with HR, IT, Finance, and Security on workplace initiatives
• Maintain office policies, procedures, and documentation according to company standards
• Provide administrative or executive support as needed
• Identify process improvements to increase efficiency and productivity

Supervisory Responsibilities
The Office Manager directly supervises two employees. The Office Manager carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include but are not limited to:

• Directly supervise and support the receptionist and day porter in their daily responsibilities
• Assign, prioritize, and monitor daily tasks and workloads to ensure smooth office operations
• Develop and maintain front-of-house and facility service standards
• Train new staff and provide ongoing coaching and guidance
• Conduct performance check-ins, evaluations, and provide constructive feedback
• Address employee concerns, attendance issues, and minor disciplinary matters
• Ensure professionalism, customer service standards, and workplace conduct
• Coordinate coverage during absences and peak activity periods
• Communicate expectations clearly and ensure alignment with management goals

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

• Cooperation
  • Establishes and maintains effective relationships
  • Offers assistance and support to co-workers
  • Works cooperatively in group situations
  • Works actively to resolve conflicts
• Adaptability
  • Able to work around unexpected changes of circumstance or workload
  • Modifies a planned course of action based on new circumstances
  • Changes communication style to achieve the best results
• Functional
  • Looking for ways to improve and promote quality service and amenities
  • Demonstrates accuracy and thoroughness
  • Exhibits tact and consideration when communicating
  • Active listening
• Team Orientation
  • Fosters team cooperation
  • Understands team roles and responsibilities
  • Supports group problem solving
  • Acknowledges team accomplishments

Qualifications aka KSAOs

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Bachelor’s degree in business administration, management, or a related field (or equivalent professional experience)
• 3–5 years of experience in office management or administrative leadership, preferably in a multi-site environment
• Demonstrated experience supervising and supporting administrative or facilities staff
• Strong organizational and time-management skills with the ability to manage priorities across multiple locations
• Proven ability to manage office budgets, expenses, and vendor relationships
• Experience coordinating facilities operations, maintenance, and health & safety compliance
• Proficiency in Microsoft Office and office management systems (scheduling, records, reporting)
• Excellent verbal and written communication skills
• Strong problem-solving skills and attention to detail
• Ability to handle confidential information with discretion and professionalism
• Strong interpersonal skills with the ability to lead, motivate, and support staff
• Ability to work independently and collaborate effectively with leadership and cross-functional teams

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to:

• Stand
• Walk
• Lift and/or move up to 25 pounds from time to time

Acknowledgement

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Employees will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

We offer competitive compensation including Vacation and Holiday Pay, health & welfare benefits, and a 401(k)-retirement plan.

Applicants for employment in the U.S. must possess work authorization which does not require sponsorship by the employer for a visa.

THE JOHN GORE ORGANIZATION is the leading presenter, distributor, and marketer of Broadway theatre worldwide. Under the leadership of theater producer and owner John Gore, its family of companies includes Broadway Across America, Broadway.com, The Broadway Channel, BroadwayBox.com and Group Sales Box Office. Its productions span Broadway, Off Broadway, London’s West End, Japan and 48 North American markets. It has won Tonys in every producing category as well as numerous other Drama League, Drama Desk and Olivier awards.

At The John Gore Organization, a diverse, inclusive, and equitable workplace is one where all employees feel valued and respected, and all voices are valued and heard. We are committed to fostering, cultivating and preserving a culture of equity, diversity, access and inclusion.