Office Manager

Job Type

Full Time

Published

07/10/2018

Address

40 Worth Street
Suite 303
New York
New York
10013
United States

Description

OFFICE MANAGER

Acumen is seeking an energetic Office Manager with exceptional execution skills and an eye for detail to help build the culture of our New York space; someone who has 2-5 years of office administration experience and is eager to work in an international organization focused on poverty alleviation.

 

About Acumen

Acumen is changing the way the world tackles poverty by investing in companies, leaders, and ideas. We invest patient capital in businesses whose products and services enable the poor to transform their lives. Founded by Jacqueline Novogratz in 2001, Acumen has invested more than $114 million in 109 companies across Africa, Latin America, South Asia and the United States. We are also developing a global community of emerging leaders with the knowledge, skills, and determination to create a more inclusive world. In 2015, Acumen was named one of Fast Company’s Top 10 Most Innovative Not-for-Profit Companies.  

 

About the role

The Office Manager’s role is to ensure employees have the right environment and the right tools to be productive and do their best work. In support of the New York team, you will be responsible for all administrative and logistical aspects of the Acumen New York office, including managing vendors for building facilities, office supplies, security, onboarding and offboarding employees, and connecting employees with our travel provider. Additionally support the SF and UK offices as needed.

 

Reception:

  • Create a welcoming environment for guests by greeting them upon entry and notifying the appropriate colleague of their guest’s arrival
  • Handle all aspects of the visitor registration process for individuals and group visits
  • Receive incoming calls to the Acumen New York office and play a key role in the overall effectiveness of Acumen’s phone responsiveness, screening for sales calls and investment pitches
  • Receive and distribute all inbound mail and packages to appropriate team members; manage accounts with couriers

 

Facilities and building management liaison:

  • Manage physical space of NY office: liaise with property manager and vendors on security, lights/electrical, HVAC, cleaning/janitorial; troubleshoot issues that arise; source new vendors as needed; maintain clean, organized office; manage kitchen/office supply inventory
  • Obtain COIs and required documentation for all vendors and file with building property manager
  • Manage any updates needed to physical space or décor, build-out of new spaces or office moves as they arise to ensure space is in line with the Acumen brand and in compliance with regulations and any building specific stipulations
  • Ensure safety and security of employees and Acumen property by attending annual building trainings; collaborate with Legal team to maintain updated business continuity plans

 

Vendor relationship management:

  • Manage and optimize budget of NY Admin function, including tracking and submitting all vendor invoices for payment, processing corporate credit cards each month, and maintaining all annual contracts (technology, facilities, services)
  • Manage relationship with corporate travel agency – point of contact for internal feedback, review and categorize expenses, report monthly spends and trends to CFO/Finance Manager
  • Ensure tax exemption documentation is filed with vendors, request refunds as necessary

 

Technology support:

  • Ensure seamless technology support by liaising with Acumen’s managed IT service provider
  • Participate in regular strategy and budget meetings with IT managed service provider and CFO 
  • Collaborate with other office administrators and assist managed IT service provider with org-wide IT projects (including country offices), implementations and administration
  • Facilitate new IT equipment upgrades and purchases as necessary
  • Act as billing administrator for global tech vendors and ensure timely processing of invoices

 

Office culture:

  • Coordinate with Talent team, office admins, and hiring managers to ensure smooth onboarding and offboarding for employees, primarily in NY, SF, and UK
  • Assist in planning and logistics of staff meetings, on-site events, annual staff events, team retreats
  • Manage employee requests through task-management platform for NY, SF and UK teams
  • Provide administrative support for various special projects

 

Qualifications:

  • A bachelor’s degree or equivalent experience
  • 2-5 years’ experience in an administrative or office management role
  • Strong organizational skills, strong problem solving and project management skills, ability to deliver proactively, independently, and under pressure
  • Ability to drive multiple tasks effectively with frequent interruptions
  • Interest and experience in using technology to improve work efficiency; must be experienced in using internet and computers, comfortable with basic set-up and trouble-shooting
  • Proven mastery of Microsoft Office applications including Outlook, Word, Excel and Power Point; ability to learn new applications
  • Permanent work authorization in US

 

Additional characteristics we seek for all roles at Acumen: 

  • Commitment to and enthusiasm for the organization’s mission to change the way the world tackles poverty, and respect for our core values: generosity, accountability, humility, audacity, listening, leadership, integrity and respect
  • Ability to thrive in ambiguity, remain cool-headed when there are curve balls, and withstand the tests of a rapidly changing environment with resilience and resolve
  • A sense of humor (really)

 

Compensation

Acumen offers a competitive compensation package commensurate with experience, including full benefits and a 401(k)

Benefits

None

Level of Language Proficiency

None

Professional Level

None specified

Minimum Education Required

2-year degree

How To Apply

Please apply here (https://bit.ly/2KKvYk6) by submitting a resume and a response to the two following questions:

  1. Why do you enjoy being an office manager? (MAX: 150 words)
  2. What are your top two skills relevant to this position? Give evidence of these skills have made you successful in the past. (MAX 150 words)


Deadline

Candidates are encouraged to apply early, as applications will be reviewed on a rolling basis; deadline is July 23, 2018.


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