Office Manager & It Support

Introduction

The Workplace Office Manager role is a full-time position that holds significant responsibility for overseeing all aspects of workplace and technology operations at our headquarters in New York City. As part of the Real Estate & Workplace Operations and IT teams, you will collaborate with local employees, executive leaders, as well as the global REWO & IT teams. Your primary focus will be on various workplace duties, including guest services, office operations (such as snack and beverage programs), and coordinating internal and external office events. Additionally, you will handle on-site technology tasks, such as AV support, basic IT service desk assistance (e.g., password resets, software application support, hardware troubleshooting), video conferencing support, and general ticket management. This role demands excellent customer service, collaboration, and transparency, as it offers exposure and visibility across all organizational levels.

The ideal candidate for this position is a proactive self-starter who possesses a genuine enthusiasm for learning and brings a positive attitude to the workplace. Since the workplace operations and IT teams provide support to the entire company, it is crucial to excel at working collaboratively and thrive in a fast-paced environment. Our team is dedicated to continuously enhancing the employee experience at Optimizely.

Job Responsibilities

As the Office Manager, your responsibilities will include:

Welcoming all visitors with a friendly and positive attitude, serving as the face of Optimizely.
Conducting daily walkthroughs of the office space to ensure cleanliness, organization, and an environment conducive to productivity, including conference room technologies like Zoom and Teams.
Acting as the go-to person for workplace and basic IT-related matters.
Receiving, tracking, and prioritizing workplace and IT requests from employees using Jira.
Leading Employee Health and Safety initiatives, including participation in Emergency Action Planning.
Serving as the liaison between building ownership, superintendents, and security.
Ordering, stocking, and managing office and kitchen supplies.
Managing and coordinating preventative maintenance tasks related to office facilities, such as HVAC, carpet cleaning, filter changes, fire extinguishers, and lighting.
Updating and maintaining the REWO OPEX Portfolio.
Managing all office shipping and receiving, including mail and logistics.
Assisting with internal and external event coordination as needed.
Contributing to and improving existing facilities' processes and procedures.
Carrying out workplace onboarding and offboarding processes and procedures.
Maintaining physical security access badges for the New York office.
In addition, you will provide IT technical support, including:

Offering first-level technical support and troubleshooting hardware and software issues for employees both in the office and remotely.
Responding to and resolving IT-related tickets or inquiries promptly.
Setting up and managing user accounts and access permissions.
Escalating complex or unresolved issues to the appropriate IT personnel.
Providing guidance and support for office productivity tools, such as the Microsoft Office Suite.
Troubleshooting audio and video issues during video conferences.
Training employees on the use of video conferencing tools and their features.

Knowledge and Experience

The ideal candidate for this position should have previous experience in office management and possess a basic understanding of technical concepts. To thrive in this role, the candidate must be highly organized, customer-oriented, self-motivated, and capable of both independent and collaborative work. Given that this role is based at our company headquarters and involves interaction with senior leadership, the candidate should exhibit a professional demeanor, demonstrate emotional maturity, and maintain a strong presence.

The following qualifications are essential:

Fearlessness towards technology, with a genuine enthusiasm for continuous learning.
Proficiency in Microsoft Office, Teams, and other web applications.
Excellent organizational and communication skills, coupled with a keen attention to detail.
Exceptional interpersonal skills, characterized by a positive, can-do attitude, friendliness, and professionalism.
Strong time management skills, demonstrating responsibility and reliability.
Self-motivation, adaptability, and comfort in a fast-paced startup environment.
A strong desire to assist others and deliver outstanding customer service.
A passion for acquiring new skills and embracing new challenges.
Approachability, with the ability to engage and connect with others effectively.

Education

High School Diploma

Competencies