Office Manager

TITLE: Office Manager

DEPARTMENT: Corporate Services & Facilities

REPORTING TO: Global Head of Real Estate and Facilities

LOCATION: NYC

ROLE TYPE: Full-time, On-Site, Permanent

IPC is a global fintech company that puts people at the center of innovation. With a strong global footprint, we empower financial institutions and capital markets with advanced cloud-based trading communications and managed connectivity solutions.

Through our portfolio of communications and connectivity solutions, we focus on solving business challenges and adapting to regulatory changes in the fast-paced global financial markets. This enables our clients to maintain consistent market access, a strong competitive advantage, and enhanced operational efficiency.

Join a team that is dedicated to delivering groundbreaking products and making a significant impact on our clients' success.

www.IPC.com

Overview of the Team

The Corporate Services Department oversees office management and corporate services. In this role, you will provide comprehensive administrative and coordination support to ensure smooth operations within our office spaces. This position is critical for maintaining efficiency, compliance, and creating a positive workplace experience.

Role Overview:

The Office Manager is a key role responsible for delivering front-line support focused on facilities. Acting as a primary support to the Global Head of Real Estate and Facilities, you will lead local day-to-day facility operations.

Responsibilities:

• Facilities Management: Maintaining office premises, utilities, and equipment.
• Space Planning: Optimizing office layours, seating arrangements, and meeting room allocations.
• Health and Safety Compliance: Ensure adherence to workplace safety standards and regulations.
• Vendor Management: Overseeing contracts for cleaning, security, catering and maintenance services.
• Travel: Supporting IPC’s travel programme.
• Front Desk: Managing visitor experience and communication.
• Mailroom & Document Handling: Handling incoming/outgoing mail and courier services.
• Procurement Support: Purchasing office suppliers and managing inventory.
• Event Management: Support global engagement activities by coordinating local logistics for events and celebrations.
• Other Corporate Services: Administer various employee services raised via a ticket system such as mobile phone provisioning, onboarding/offboarding & travel bookings.
• Remote support: Provide support to employees in hub-office locations.

Essential Skills and Experience to be Successful in this Role:

Education & Experience:

• 2–3 years of experience in areas of office administration, facilities management or executive assistance.
• Health and Safety experience is desirable but not a requirement

Language Skills:

• Excellent oral and written communication in English

Technical Skills:

• Proficient in Microsoft 365 (Outlook, Teams, SharePoint, Excel).

Service-Oriented:

• High-energy can-do attitude
• Anticipates needs and removes friction

Project Coordination:

• Strong planning, prioritization, and execution; comfortable managing simultaneous activities and fixed deadlines

Communication Excellence:

• Clear writing, proofing, and audience-aware messaging

Stakeholder Management:

• Builds trust, provides proactive updates, and handles competing needs diplomatically
• Ensures a positive experience for employees and visitors
• Handles inquiries and complaints professionally

Proactive & Curious:

• Brings ideas from employee feedback and pilots improvements quickly

What’s in It for You?

At IPC, your compensation is only part of the package. We are committed to investing in a range of programs and initiatives to improve the overall experience of our employees.

In addition to a collaborative, high-performing team environment, we’re pleased to offer

benefits including:

• Competitive Base Salaries
• Medical, Dental and Vision
• 100% Employer Paid Short/Long Term Disability, AD&D and Life Insurance Coverage
• Limited & HealthCare Flexible Spending Accounts
• Dependent Care Flexible Spending Account
• Health Savings Accounts with Employer Contributions
• Pet Insurance
• Legal Insurance
• Critical Illness, Hospital Indemnity and Accident Coverage
• Commuter Benefits
• Medicare Services Education program
• Financial Wellness Account Fiduciary and Training
• Identity Theft Insurance
• 401(k) and Roth plan with matching contributions
• Flexible PTO, Sick Pay and Public Holidays
• Additional Time off for Charity Work and Volunteering
• Tuition Reimbursement
• Certification Bonus Program
• Access to “IPC University” our Internal E-Learning Platform
• Structured Onboarding Training and Peer Mentor Support
• Parental Leave Policy
• Free Mental Health Wellness Programs, Tools, Coaching and Free therapy sessions
• Employee Referral Scheme

Further information about your benefits will be provided during your onboarding process.

Additional Information:

At IPC, we believe that hybrid working creates an inclusive, flexible environment where employees can perform at their best, and teams can collaborate, innovate, and celebrate successes together. We spend around 60% of our time in the office and around 40% of our time working remotely. Some employees may be required to work from the office or client sites more than 60% of the time, if required by their role and/or client needs.

Your precise work schedule will be determined by you and your Line Manager before commencement of employment with IPC.

You can explore more about our culture, offerings and commitment on www.ipc.com/careers/ and www.ipc.com/about-us/about-ipc/.

IPC’s Work Culture:

The IPC work culture is one that fosters inclusion, prioritizes innovation, and maximizes potential. We are a global ecosystem, full of diverse people that together made IPC what it is today.

Our strength as an organization is the sum of our different backgrounds, perspectives, skills and geographies; supported by an ironclad commitment to constructive dialogue and open-mindedness.

We live and breathe our commitment to innovation by embracing bold ideas, seizing new opportunities and striving for excellence. Our people have continued to deliver ground-breaking solutions to our clients for over 50 years.