Office Manager - Gen II Fund Services : Job Details

Gen ll is looking for an energetic, proactive, full-time Office & Facilities Manager in our New York headquarters. The Office & Facilities Manager is responsible for ensuring a safe, organized, and productive workplace for our 550 NY-based employees. The role includes overseeing daily office operations, administrative duties, inventory control, equipment maintenance and vendor and building management relations. Responsibilities:Office Management and Operations

• Manage day-to-day operations of the New York office to foster a positive and productive work environment.
• Oversee and support all administrative tasks, ensuring a well-organized, clean, and resource-stocked office.
• Handle light equipment maintenance including coffee and water machines, lifting or moving furniture, and light cleaning as needed.
• Develop, implement, and uphold office policies, procedures, and protocols to improve organizational efficiency.
• Identify opportunities for office management improvements.
• Execute Business Continuity Plans (BCP) to support ongoing office functionality.
• Manage the Receptionist and two employees who maintain pantries and restrooms.

Office Resources and Vendor Management

• Act as the main point of contact for office resources (coffee, snacks, equipment, mail, Fed Ex, couriers, postage, and copiers), and monitor contract renewal dates.
• Organize in-office events and training sessions, handling scheduling, staffing, catering, and cleanup for meetings and social functions.
• Oversee, workplace management software including employee and team seating, locker and storage assignments and management of conference room schedules to ensure equitable and efficient use.
• Coordinate with HR to assist with onboarding and offboarding processes and provide training and support to office staff.
• Maintain strong relationships with building management to ensure a safe and well-maintained office environment.

Employee Experience and Engagement

• Provide a collegial, productive employee experience by fostering an organized and well-functioning workspace.
• Assist in planning and executing in-office social and community events (e.g., holiday celebrations, team-building activities, happy hours).
• Collaborate with the Social Committee, Employee Engagement, Business Development, Marketing and other groups to execute and promote office-related functions and engagements.
• Work with internal communications to promote the office to the wider Gen II community through Viva Engage and the weekly newsletter.
• Maintain the office intranet page.

Vendor and External Relations

• Select and coordinate with external vendors to support office resources and needs.
• Maintain building management relations to ensure ongoing maintenance, safety, and facility management.

Skills, Education and Experience Requirements:

• Education: Associate or Bachelor's degree preferred, but not required.
• English and Spanish speaker preferred but not required.
• Experience: 7-10 years of office management experience, with at least 2 years in a supervisory role.
• Strong client service mentality with the ability to interact positively with a wide range of internal and external stakeholders.
• Multitasking capability with a thorough, process-oriented, and detail-focused approach.
• Independent judgment and critical thinking abilities in a fast-paced and evolving environment.
• Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant office management software.
• Personal Qualities: Dependable, flexible, patient, resourceful, and efficient.
• Communication: Excellent interpersonal and written communication skills for effective interaction across all organizational levels.

Office Requirements:

• On-site Requirements: Four days in the office (Monday-Thursday), with remote work on Fridays.
• Hours: 9 am - 6 pm with a 1-hour lunch break; flexibility as needed to accommodate business demands.

Reporting Structure: Reports to the Director of Office Administration (based in New York). The salary range for this position is $80,000-$100,000, in addition to a discretionary bonus and comprehensive benefits package. Please note that the actual salary offered within that range will depend on the candidate's experience level. About the Company Gen II Fund Services, LLC is one of the largest global independent private equity fund administrators, administering over $1 trillion of private capital on behalf of its clients with 14 offices across the US, Canada and Europe. Gen II offers private fund sponsors a best-in-class combination of people, process, and technology, enabling fund sponsors to effectively manage their operational infrastructure, financial reporting, and investor communications. The Gen II team is the most experienced and longest tenured team in the private equity fund administration industry, with broad expertise across buyout, funds of funds, real estate, energy, infrastructure, credit, co-investment, hybrid funds, feeder funds, venture capital, retail, and managed accounts. Key Facts:

• Administering over $1T in assets
• Servicing nearly every significant investor in the asset class
• Institutional grade infrastructure and SSAE 18 (SOC-1, Type 2) certification, ensuring confidence in our processes and operating model
• The most experienced and best performing team in the industry

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.