Office Manager

Office Manager

Location: On-Site — New York City, NY

About the Company

Our client is a well-established facilities-services organization that keeps many of New York City’s most recognizable commercial spaces running smoothly. Driven by a people-first mindset and a reputation for service excellence, this group is growing fast and needs a resourceful Office Manager to keep day-to-day operations, HR processes, and front-office activities running like clockwork. If you thrive on wearing multiple hats, building efficient systems, and creating a positive workplace experience, this role puts you at the center of it all.

Key Responsibilities

• Serve as the first point of contact for phone calls, visitors, and internal inquiries, promptly routing requests to the right person or team.
• Oversee daily office workflow, including vendor coordination and the procurement of office and facility supplies, while negotiating pricing to control costs.
• Coordinate calendars for leadership, field crews, and special projects, ensuring the right teams and resources are in place when client needs arise.
• Prepare and track accounts-payable/receivable invoices, follow up on outstanding items, and generate periodic cost-control reports for management.
• Maintain accurate contact records in the CRM and organize physical/digital files so information is accessible and audit-ready.
• HR Review daily timecards, resolve punch errors, post job ads, schedule interviews, and guide new hires through onboarding and orientation, all in line with NYC labor regulations.
• Work closely with Operations, Finance, and Customer Service leaders to streamline processes, share insights, and reinforce a culture of respect and service excellence.

Qualifications

• Fluent English required; conversational Spanish strongly preferred.
• 2 + years of experience in office administration, payroll, or HR support—ideally in a fast-moving, service-oriented environment.
• Hands-on proficiency with timekeeping/payroll platforms (ADP, Paychex, Rippling, etc.) and strong Excel or Google Sheets skills.
• Familiarity with CRM software such as Salesforce, HubSpot, or Zoho.
• Excellent written and verbal communication skills, high attention to detail, and proven ability to manage multiple priorities at once.
• Problem-solver who proactively identifies issues in payroll, scheduling, or recruiting and drives them to resolution.
• Comfortable with Microsoft Office or Google Workspace for daily administrative tasks.

Benefits & Perks

• Paid holidays, vacation, and sick leave.
• 401(k) with company match.
• Collaborative, mission-driven culture and direct access to leadership.
• Clear pathways for professional growth in HR, operations, or administration.

About Blue Signal:

Blue Signal is an award-winning, executive search firm specializing in various specialties. Our recruiters have a proven track record of placing top-tier talent across industry verticals, with deep expertise in numerous professional services. Learn more at bit.ly/46Gs4yS