Office Manager

Garda is looking for an Office Manager for its New York office. The Office Manager is responsible for overall office support and daily operations of the New York office; including but not limited to a variety of clerical activities and related tasks.

The Global Admin team plays an integral role in supporting the success of Garda’s various operational functions and client-service businesses. Behind the scenes of every big meeting, internal group function, and deadline met is the Admin team who ensures each detail is meticulously handled. Our team members work collaboratively and apply their specialized knowledge and experience to help deliver the best service to Garda’s employees and clients.

Position Responsibilities

• Ensure clients and other visitors experience a professional, welcoming and friendly reception, both in person and on the phone.
• Provide assistance and back-up support to office Executive Assistants.
• Manage office operational needs (liaise with building management /cooling/cleaning needs; general office upkeep and maintenance) coordinate and monitor repair needs for copier/furniture etc, facilitating office move, fit-out and refurbishment.
• Receive, sort and forward incoming mail and deliveries. Coordinate and manage outgoing mail services or shipping (FedEx, UPS, etc.).
• Order, receive, stock and distribute office, pantry, and breakroom supplies.
• Manage existing and/or sourcing of new suppliers, vendors, contractors, and other external counterparties in accordance with the company policy (i.e. travel agencies, insurance agents, IT suppliers, office inventory, etc.)
• Process, reconcile, and verify expenses and vendor invoices.
• Provide coordination and logistical support for meetings (assist with scheduling, room reservations, video requirements, meeting materials/presentation prep, catering).
• Be responsible for the overall health and safety of the office including being point of contact for incidents and emergencies, organizing health & safety programs, as well ensuring the policies are up to date.
• Assist with travel arrangements for local employees and visiting overseas employees such as flight bookings, accommodation, visa application, etc.
• Liaise with the support team in other Garda offices to coordinate tasks and deliverables as assigned.

Qualifications & Desired Skills

• 5+ years of experience in similar roles.
• Detail-oriented nature with strong verbal and written communication skills.
• Critical thinking, strong attention to detail, and independent problem-solving skills.
• Ability to work effectively in a high-energy, time-sensitive team environment.