Office Manager

About the role

We are seeking a highly organized, proactive Office Manager to serve as the operational backbone of our New York Metro office. The role ensures the daily smooth functioning of the office environment, manages critical administrative workflows, and acts as a key point of contact for vendors, building management, and internal teams.

Key responsibilities

• Lead day‑to‑day office operations, maintaining a clean, organized and professional environment across communal areas, kitchen, tasting room and printer/copy zones.
• Coordinate schedules, meetings, calendars and office events, including wine tastings across multiple meeting spaces.
• Conduct regular walkthroughs to identify and resolve maintenance issues, clutter or supply gaps before they affect productivity.
• Serve as primary liaison with building management and service vendors (HVAC, mail, security), handling maintenance requests, access control and issue resolution.
• Manage kitchen appliance maintenance and weekly supply procedures.
• Ensure conference rooms are ready, equipment functional and technology issues addressed promptly.
• Oversee inventory of office and wine‑related items (over 1,000 SKUs), track stock levels, place orders and maintain organized records for vendor contracts and expenses.
• Support basic expense tracking using Excel and maintain operational documentation.
• Monitor and triage the general inbox, route producer inquiries, customer requests and job applications using standard templates.
• Process inbound checks and maintain an accurate operational calendar.
• Correspond with vendors and accounts on behalf of the office as needed.
• Assist with onboarding logistics for new employees, including workspace setup and building access.
• Provide backup support to the Executive Team for administrative and ad‑hoc tasks.
• Coordinate weekly sample transfers, preparing sign‑out sheets and organizing logistics.

Required profile

• Detail‑oriented and highly organized.
• Clear communicator comfortable juggling multiple tasks.
• Proactive problem‑solver who anticipates operational needs.
• Ability to work independently and collaborate across departments.

Required skills

• Excel (basic expense tracking and data management).