Office Manager - Associate - ICapital Network

About the Role

iCapital is seeking an Office Manager Associate to join the Workplace team. This role is pivotal in crafting an inviting and enriching environment for iCapital's workforce. The ideal candidate is service-oriented with a focus on hospitality, excels in dynamic settings, and possesses exceptional written and verbal communication abilities. This position will contribute to the vitality of the Princeton, NJ office by coordinating the day-to-day operations and bolstering employee engagement initiatives. Reporting directly to the Regional Facilities Manager, this role is key in ensuring a seamless workplace experience.

Responsibilities

• Oversee daily office operations to ensure efficiency and productivity.
• Plan orders proactively around holidays, cancel unnecessary orders, and streamline procurement processes.
• Develop and implement office procedures to optimize workflows.
• Maintain strong relationships with building management for seamless collaboration.
• Organize employee engagement activities, including breakfasts, lunches, and office events.
• Assist the Regional Facilities Manager with administrative tasks across multiple office locations.
• Track office supplies, groceries and snacks inventory, ensuring timely replenishment.
• Oversee maintenance and repairs of office equipment and facilities.
• Coordinate with vendors and service providers to address office needs.
• Manage all maintenance and repair services to maintain a functional workspace.
• Assist with onboarding new employees, including setting up workstations and collaborating with the IT team.
• Maintain and update employee records and office directories.
• Monitor inventory of new hire swag bags and ensure timely ordering.
• Manage office budgets and track expenses to stay within financial guidelines.
• Submit credit card reports using Expensify.
• Negotiate contracts with suppliers and service providers to secure favorable terms.
• Keep employees informed about office-related updates and initiatives.
• Schedule and coordinate meetings and catered events in collaboration with Executive Assistants.
• Partner with other teams to coordinate events and maintain positive relationships.
• Support leadership with administrative tasks and special projects.
• Collaborate with the Risk Management team to ensure compliance with health and safety regulations.
• Handle confidential information securely and maintain data privacy.
• Stay updated on regulatory changes and office management best practices.
• Ensure all safety and security procedures are adhered to by the team.
• Coordinate fire drills with building management and the Safety and Security team.

Qualifications

• Able to work in person, Monday-Friday, 8:00 AM – 5:00 PM (times may fluctuate due to facility needs)
• Strong time management and prioritization skills
• Proficient with Microsoft Office Suite and comfortable with learning new technology systems
• Present a professional, positive demeanor and appearance daily
• Able to maintain composure under pressure
• Participate and cooperate effectively as a team member
• Able to communicate across all levels of the organization in a personable and hospitable manner
• Exert passion and enthusiasm for work
• Proactive problem-solver with a penchant for implementing process improvements
• Organized, detail-oriented, and able to see the big picture
• Intelligent, quick learner, and self-confident
• Demonstrate a collaborative spirit by actively engaging as a team player
• Able to work in an office and lift up to 40 pounds

Benefits

The base salary range for this role is $70,000 to $90,000.  iCapital offers a compensation package which includes salary, equity for all full-time employees, and an annual performance bonus. Employees also receive a comprehensive benefits package that includes an employer matched retirement plan, generously subsidized healthcare with 100% employer paid dental, vision, telemedicine, and virtual mental health counseling, parental leave, and unlimited paid time off (PTO).

We believe the best ideas and innovation happen when we are together. Employees in this role will work in the office 5 days a week.

For additional information on iCapital, please visit https://www.icapitalnetwork.com/about-us  Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc | Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/

iCapital is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected