NY Office Manager

Phantom https://phantom.com is the modern money app used by tens of millions around the world. Our product combines everything people need to manage, spend, and grow their money in one simple, intuitive experience. Phantom brings all the control and flexibility of crypto-powered finance, without unnecessary complexity, into mainstream consumer finance. By combining industry-leading security with thoughtfully designed tools, Phantom makes powerful financial tools feel approachable and easy to use. This focus on speed, control, and user experience has fueled rapid growth, with a community of 20M+ people, reaching #1 in the Google Play Store finance category, and consistently ranking as a Top 50 app across all categories, alongside some of the most recognizable consumer technology platforms in the world. Location: New York, NY - Must work in the office at least 3 days per week, or as needed by the business. About the Role: We are seeking a proactive and organized Office Manager to manage all New York office operations and coordinate local, memorable events that bring our teams together. This role is essential to ensuring our office runs smoothly and fosters a vibrant, collaborative environment. You will also support our Senior People Programs Manager based in SF for our annual company offsites, along with coordinating closely for employee in-person onboarding and team onsites. The ideal candidate will have office management and event planning experience, have an operator mind-set and a can-do positive attitude. You must be capable of managing logistics, budget, and vendor relations to deliver a friendly, welcoming, and seamless experience both internally and externally. KEY RESPONSIBILITIES: Office Management: - Oversee daily office operations, ensuring a friendly, welcoming, well-organized, tidy, and efficient workspace. - Manage office supplies and inventory, maintaining optimal levels and placing timely orders. - Act as the first point of contact for all NY office-related issues, including maintenance, troubleshooting, and compliance regulations. - Coordinate with building management and vendors to address office needs. - Keep the NY team up-to-date with any building management announcements or closures. - Evaluate and create office-related data metrics as needed to assist in decision-making. - Assist with and coordinate any office moves, lease management, redesign-related action items. - Coordinate in-person onboarding by confirming dates, travel logistics, preparing workstations, key fobs & ID badges, welcome kits if needed, pre-booking conference rooms, and providing lightweight IT support. - Place group meal orders for the team as needed. - Responsible for checking mail, scanning, forwarding to our P&C team and taking action on any to-dos along with receiving any packages. - Responsible for management and renewal of insurance coverage for the office (commercial & liability) in partnership with legal. - Responsible for ensuring physical office compliance (e.g. labor law posters displayed and updated, etc.) - Look after office plants, including regular watering. Event Planning and Coordination: - Coordinate all New York-based Team Onsite weeks at the office, including supporting the POC with budget and travel logistics, and managing office preparations in advance to ensure a smooth experience for core and visiting team members. - Support our Senior People Programs Manager as needed for our annual companywide offsite, including coordinating logistics, travel, accommodation, and activities. - Organize monthly NY team events to promote engagement and team-building. - Coordinate and plan annual NY holiday party, ensuring they are inclusive, engaging, and within budget. - Handle event budgets, vendor relationships, contracts, and invoices. - Run retrospectives and gather feedback from team members to continuously improve the quality and relevance of events and team onsite experiences. - Provide regular status updates throughout planning of all events and team onsites. - Manage company swag, including orders, inventory replenishment, shipments, and designs in collaboration with the Design team. Qualifications: - 2+ years of experience in office management and event planning. - Strong organizational and multitasking skills with incredible attention to detail and the ability to reprioritize and problem-solve in real-time. - Excellent interpersonal and communication skills. - Proficient in Notion, Slack, and Google Workspace. - Must have experience managing an office move, navigating vendor and internal communication, and coordinating logistics. - Proven track record of managing budgets and negotiating with vendors. - Ability to work both independently and collaboratively, with a customer-service and/or hospitality mindset. The target base salary for this role will range between $107,100 to $126,000 with the addition of bonus, equity and benefits. This is determined by a few factors including your skillset, prior relevant experience, quality of interviews and market factors (such as location) at the point in time of offer. We strongly encourage candidates of all backgrounds to apply. We believe that our work is stronger with a variety of perspectives, and we’re eager to further diversify our company. If you have a background that you feel would make an impact at Phantom, please consider applying. We’re committed to building an inclusive, supportive place for you to do the best work of your career. By submitting your resume and application materials, you acknowledge and agree that Phantom Technologies, Inc. ("Phantom") collects and processes your personal information (including application materials, interview records, and related data) to evaluate your candidacy. Phantom may use AI-powered tools and third-party service providers for transcription, note-taking, scheduling, and other administrative tasks. Phantom does not sell your information and your materials will be handled securely and in accordance with applicable data protection laws. To learn more or for any questions, contact privacy@phantom.app.