Office Operations Manager
Salary: $40,000
Part time: 3 days a week (Tuesday, Wednesday, Thursday)
SEEN Group Vision: Be the agency the Beauty world wants to work with.
SEEN Group Mission: Originating ideas so inspiring they elevate perceptions of Beauty.
SEEN Group Values:
• Creativity
• Inclusivity
• Positivity
• Excellence
Role Overview:
The Office Operations Manager plays a pivotal role in ensuring seamless daily operations of SEEN Group, with a focus on creating an outstanding workplace environment and employee experience within the New York office. With proven experience, this person will be well organized, have excellent attention to detail and drive efficiencies within the logistical operations of the business.
Roles & Responsibilities:
Administrative:
Effectively managing office procedures and administrative systems to drive productivity
- Greet and welcome all guests, couriers, and visitors upon entry, directing them to the appropriate team members as needed, serving as the first point of contact and “face” of SEEN in the office.
- Maintain and restock office supplies, cleaning materials, and storage closet essentials to ensure the office runs smoothly and efficiently.
- Supporting with team and/or client meeting, event coordination and proper set up including catering, delivery, décor, office appearance, etc.
- Maintenance of superior office appearance and organization, including main space and suite beauty closet.
- Management of all deliveries to office, to ensure team receipt and swift unpacking/organization
- Managing relationships with external vendors and partners, e.g., building management, vendors for office supplies, cleaning crew, catering, and other office needs such as (FedEx, UPS, DHL)
- Identification of external vendors (florists, task rabbits, printers, third party product distribution), as requested and required by Senior Leadership Team
- Overseeing any office design/furniture needs and appliance repairs required, including deliveries and external vendor management
- General administrative tasks to effectively run day-to-day business with MD
Financial
- Creating and maintaining office management budgets, including SEEN Social, Holiday Giftings, etc.
- Office finance support in line with external vendor system needs, ensuring any PO’s have been raised accurately and invoices are processed
- Management of expenses and bookings where appropriate for events and travel
- Responsible for depositing of all checks/finance docs to agency’s bank account
Team
- Champion and model SEEN Group’s mission, vision, and values in ways of working
- Ensuring office Health & Safety compliance
- Act as liaison between SEEN Group Talent Partner and New York team in facilitating a consistent onboarding experience for new joiners including IT set up, organizing welcome bag, as well as coordinating leaver equipment with IT.
- Lead Communication for all office announcements in relation to building management (roof opening, community events, property policies, etc.)
- Champion continuous improvement for the wider office, identifying improvement areas and drive business case for change as necessary.
Skill Set:
- Passionate about the employee experience, culture and environment
- Ability to perform daily management of office operations effectivity and with excellence and positivity
- Excellent written and verbal communication skills
- Vendor relationship management skills, ability to liaise and negotiate with partners
- Ability to prioritize and comfortable working in a fast-paced environment
- Experience with Google & Microsoft suite, Paprika a bonus!
- Ability to manage budget and showcase understanding of topline finance/expenses
- Highly organized and dedicated to efficiency in processes
- Passionate about on office process optimization and improvement.
- Must demonstrate skills and experience in business operations and ideally, retail or office operations.
- Strong interpersonal skills to work seamlessly with the Managing Director and the wider leadership team, contributing to the success of the business.
