The Independents is a global events, marketing and communications group for industry leaders across luxury and lifestyle, comprising agencies Atelier L M, Atelier Athem, Bureau Betak, Bureau Future, Ctzar, Inca Productions, K2, Karla Otto, Kennedy, Lefty, Prodject, Sunshine and The Qode.
We have assembled a collective of agencies who share common values: a passion for innovation, a drive for excellence, and a sense of community that is rooted in thoughtful collaboration. Each is the best at what they do and together we form a powerful creative force that harnesses culture and technology to produce results-driven solutions that help global brands influence their consumers.
We are looking for an enthusiastic and self-motivated individual to serve as the Office Manager for our new office location on Mercer Street, New York City
Key Responsibilities
The responsibilities of the Office Manager include, but are not limited to:
- Recording office expenditure and managing the budget.
- Organizing the office layout and maintaining supplies of stationery and equipment.
- Maintaining the condition of the office space and arranging for necessary repairs, coordinating with cleaners and contractors.
- Negotiating and managing office insurance contracts.
- Managing, reviewing, and updating health and safety policies and fire regulations, ensuring compliance.
- Arranging regular testing for electrical equipment and safety devices.
- Managing office subscriptions to magazines and online resources.
- Filing and archiving accurate records.
- Liaising with landlord when needed.
- Providing administrative support to partners and assisting with various projects as directed.
- Supervising general administrative staff including receptionist and any other general office assistants.
- Actively support the seamless transition of five distinct agencies into a unified office space, collaborating closely with a professional moving consultant to ensure efficient and well-organized relocation processes.
Additional responsibilities (in context of The Independents)
- Coordinating with IT support to ensure smooth functioning of office technology and systems.
- Liaising with HR department regarding employee onboarding, offboarding, and administrative tasks.
- Assisting with event planning and coordination for internal and external gatherings.
- Supporting marketing and communications efforts by managing mailing lists, coordinating promotional materials, etc.
- Acting as a point of contact for vendors, clients, and visitors to the office.
- Overseeing facility maintenance, including cleanliness, security, and general upkeep.
Qualifications
- Prior office management or coordination experience.
- Proficiency in Microsoft Office Suite.
- Strong time management skills and ability to problem-solve creatively.
- Excellent written and verbal communication skills.
- Demonstrated leadership qualities and ability to delegate effectively.
- Ability to prioritize and manage multiple projects simultaneously.
- Thrives in a fast-paced environment and can meet deadlines under pressure.
- Innovative thinking and problem-solving skills.
- Attention to detail and commitment to accuracy.
- Self-motivated with a strong work ethic.
- Willingness to go above and beyond to ensure project success.
- Enthusiastic and passionate about supporting a dynamic creative environment.
What We Offer
- Medical, Dental, and Vision plans
- 401K Employer Match program
- Commuter Benefits
- Paid Time Off including Vacation Days, Personal Days, Sick Days, and additional Comp Days
- Company-wide closure last week of the year
- 10 Federal Holidays Observed
This role offers the opportunity to be an integral part of a collaborative and innovative team within The Independents, where excellence, creativity, and a customer-centric approach are paramount. If you are a motivated individual with a passion for organization and administration, we invite you to apply for this exciting opportunity.