Office Manager

SCAPE Employer:
New York, NY, USLocation:
Fri, Apr 26 '24Posted on:
$65,000 - $80,000 annually Pay:

Our studio is looking for an organized and experienced Office Manager to help run our 60+ person New York office. This individual would report to our Chief of Staff and Managing Principal to ensure that our office systems operate smoothly. Additionally, the role involves a range of firm-wide administrative responsibilities which support our people and projects. Outstanding communication and interpersonal abilities, strong writing skills, and proficiency in Microsoft Office (Excel, Word, and Outlook) and Adobe InDesign are required. Successful candidates should have experience working as an Office Manager in a design industry or a related field, have a flexible mindset and be positive, self-motivated, trustworthy, conscientious, and dedicated to the mission of SCAPE.

This is a full-time, in-person, salaried position with medical, dental, vision, 401(k) and transit benefits. The salary range is $65,000-$80,000 and commensurate with experience. Please follow application instructions at scapestudio.com/contact to apply.

RESPONSIBILITIES

NY Office Management & Firm Operations:

• Supervise, and collaborate with, our Studio Assistant to ensure that our New York office runs smoothly.
• Help manage and track projects for the wider SCAPE admin team: draft agendas and track action items for weekly administrative meetings and monthly IT meetings.
• Work with Chief of Staff to ensure that our administrative systems and processes align with firm and leadership priorities and needs.
• Facilities management in our New York office, and occasionally help maintain our physical office space with the Studio Assistant.
• Draft and relay announcements from administrative team to staff.
• Assist with contract review support, project administration, paperwork, etc. as needed.
• Work with our IT consultants to manage staff workstations and troubleshoot IT issues.
• Help maintain our firm “Operations Manual” and document administrative processes.
• Support planning and execution of firm retreats, annual events, and volunteer days.
• Assist with annual employee review process.
• Review expense reports monthly.
• Maintain and track principals’ professional Landscape Architecture licenses.

Support the SCAPE Employee Lifecycle (from Hiring to Offboarding)

• Assist hiring committee and leadership team to develop posting strategy for various positions across our offices.
• Draft + post all available positions and track applications.
• Maintain our database of prospective hires and relevant job boards.
• Schedule interviews + manage correspondence between candidate(s) and relevant hiring team.
• Coordinate technology and seating setups for new staff + interns.
• Assist in onboarding and offboarding procedures for new staff, interns + externs and help maintain relevant documentation and checklists.
• Help facilitate key employee training (e.g. software implementation, new security protocols) and act as a training resource for new and existing staff.
• Support annual employee review process.
• Support visa application + renewal processes.
• Track and compile key employee data for reporting and other purposes.

EXPERIENCE, QUALIFICATIONS & SKILLS

• More than 2 years of professional experience working as an office manager. (Design industry or related field a plus).
• Bachelor’s degree.
• Strong attention to detail and ability to track and follow through on tasks to completion.
• Experience managing others.
• Demonstrated writing and communication skills.
• Prior experience with IT Management and/or HR Processes a plus.
• A flexible and team-oriented approach to work.
• Proficiency in Microsoft Software (Outlook, Excel, Word, PowerPoint etc.) and Adobe InDesign.
• Ability to work in the U.S.A. and begin work in-person on or around June 10th in our New York office.

All qualified candidates will receive consideration for employment without regard to their race, religion, ancestry, national origin, sex, sexual orientation, age, disability, marital status, gender identity or expression, medical condition, veteran status, or any other basis as protected by federal, state, or local law. Salary is commensurate with qualifications and experience.

The application form is available here.

Applications will be reviewed on a rolling basis until May 17th, 2024, at 6 PM EST. Please review this description in detail before reaching out to jobs@scapestudio.com with any questions.