Life at PE:

Perkins Eastman is a global design firm with expertise that covers all aspects of the built environment. With studios in 25 locations worldwide, we design for people, to enhance the human experience and leave a lasting and positive impact on people’s lives and the world we inhabit.

Perkins Eastman embodies a highly collaborative, team focused culture. We are a design oriented, convergent firm in which our professional roster consists of architects, interior designers, planners, urban designers, graphic designers, construction administration specialists and several other professional disciplines.

Job Summary:

The ideal candidate should be highly organized, adept at multi-tasking, and maintain a positive, flexible attitude. Responsibilities involve managing office operations in a fast-paced professional setting. As the NYC Office Manager, you’ll collaborate with the Director of Business Operations, Managing Principals, Studio Leaders, Department Leaders and select Executive Committee Members. Your role includes ensuring the efficient operation of the NYC office by directing and coordinating office services and administrative functions.

The NYC Office Manager collaborates with the principals and senior staff providing support and direction for the day-to-day administration. Responsibilities include managing the administration of multiple studios and departments that will require a proven ability to communicate verbally and electronically with all members of the organization.

Candidates should be prepared to spend approximately 20% to 25% of their time performing managerial responsibilities and 75% to 80% of their time working side-by-side with their staff performing administrative responsibilities.

Responsibilities:

People Related

• Manage a team of 4-5 office/administrative support staff, providing coaching and mentorship while developing strategies for effectiveness, efficiency, and safety.
• Regularly meet with Managing Principals, Studio Leaders, and Department Leaders in the NYC office to address individual needs and concerns for each studio or department.
• Manage relationships with various departments (Facilities, Finance & Accounting, Human Resources, Marketing, Communication, IT, and Legal) and external vendors as needed.
• Collaborate with other office managers and regional office managers across the firm to create a supportive and collaborative environment.
• Effectively communicate with personnel at all levels and manage highly confidential information with proper safeguards in place.

HR Related

• Direct employees to the appropriate HR representative for questions.
• Check in with HR regularly to address employee issues.
• Assist with recruitment and onboarding/offboarding.

Office Related

• Coordinate with the Director of Facilities for relocation and reconfiguration activities, including space planning and equipment adjustments.
• Assist the Director of Business Operations in budget preparation and quarterly expense monitoring.
• Participate actively in office meetings, including all-staff, leadership, and strategic planning sessions.
• Support Onboarding Merger/Acquisition employees and handle PE account setup.
• Plan, oversee, and assist with office celebrations, annual events, and educational activities.
• Maintain office services by organizing operations, approving supply orders, and overseeing administrative functions.
• Optimize office efficiency through system planning, layout adjustments, and personnel seating reassignments.
• Implement and communicate office practices in alignment with corporate policies and collaborate with Managing Principals and Director of Business Operations.

Cultural Related

• Ensure workplace safety and emergency preparedness, addressing unsafe office conditions promptly.
• Foster an inclusive culture that boosts performance and morale.

Administrative Related

• Provide coverage during administrative team absences to assure effective and efficient office operations.
• Assist with expense reports, timesheet reviews, and miscellaneous invoices, offering support as needed.
• Sign off on expense reports not yet approved by Managing Principals within 3-5 days to expedite reimbursement.
• Other activities as directed or delegated by the Director of Business Operations

Requirements:

Experience

• Associate or equivalent degree in Business or related field
• Minimum of 10 years experience overseeing comprehensive administrative office functions and demonstrated experience in executing office standards.

Knowledge Base

• Knowledge of programs, operations, and administrative policies and procedures

Software

• Proficient in Microsoft Word and Excel, Deltek Vision, and HRIS software modules

People Skills

• Possess strong analytical and prioritization skills.
• Strong follow-through
• Ability to adapt to evolving organizational needs.
• Ability to be proactive and maintain a strong sense of urgency.
• Excellent interpersonal and communication skills.
• Capable of expressing ideas concisely and clearly to personnel at all levels in the organization.
• Ability to coordinate and supervise diverse administrative functions.
• Proven ability to supervise remote staff.

What we offer you:

• Robust medical, dental and vision coverage
• 401k Options
• PTO
• Company Paid Holidays
• Life Insurance
• Pre-tax commuter benefits
• Professional Development
• Competitive salary

Perkins Eastman is an affirmative action, equal opportunity employer and a participant in the U.S. Federal E-Verify program. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.