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Office Manager

New York, New York, United States

Pontera is a fintech company on a mission to help people retire better. Our software platform enables retirement savers to get the help they need managing their 401(k) and other retirement plan accounts as part of a personalized strategy by their trusted financial advisor. 

Pontera is used by financial advisors across the nation– from SMB to Fortune 500 RIA firms, independent broker-dealers, plan custodians, and plan advisors. 

Backed by leading venture capital firms including ICONIQ Growth and Lightspeed Venture Partners, Pontera is built by talented individuals who share a dedication to helping people retire with greater security. 

Our team is fast-growing and driven to become one of the largest fintech companies in the world.  Our culture is built on a people-first principle: in a complex and numbers-driven industry, we never lose sight of the people we serve and work alongside. That’s where you come in.

DESCRIPTION

As the Office Manager at Pontera, you will be the linchpin of our office operations, responsible for maintaining a productive, safe, and welcoming work environment. You will oversee the daily activities of our facilities, manage vendors and services, and ensure smooth collaboration across departments. From technology coordination to budget oversight, your work will touch nearly every part of our in-office experience.

This role requires exceptional organizational skills, attention to detail, and a strong sense of ownership. You will be essential in fostering a welcoming and dynamic office culture, directly contributing to our team's overall success and satisfaction. This is an in-office position Monday-Friday based in our Midtown Manhattan location.

RESPONSIBILITIES

  • Oversee the maintenance and operation of office facilities and equipment, ensuring a safe and efficient work environment. 
  • Supervise and provide daily direction to the Facilities Specialist, including oversight of cleaning, tidying, restocking, and general office upkeep.
  • Track and manage the office budget, including tracking expenses and optimizing costs where possible. 
  • Handling coordination of mail/deliveries in a timely manner. 
  • Serve as the primary point of contact for vendors and service providers, including our landlord. 
  • Negotiate vendor/services contracts and maintain quality assurance across services. 
  • Serve as project manager for our planned office expansion - as we grow we’ll be building out a new portion of the office. You will manage this build out, timeline, and all the building and vendor relationships.
  • Maintain and order office supplies, ensuring teams have what they need.
  • Manage desk assignments and coordinate workspace logistics as needed.
  • Liaise with the IT team to maintain and upgrade office tech (e.g., conferencing systems, Wi-Fi, printing).
  • Implement and maintain office policies and procedures, ensuring compliance with legal and safety standards.
  • Assist in scheduling and coordinating meetings, both internal and external, as needed.

REQUIREMENTS

  • Proven experience as an Office Manager.
  • Excellent written and verbal communication skills.
  • Strong organizational and planning skills in a fast-paced environment.
  • Strong problem-solving skills and the ability to think critically.
  • Basic understanding of financial and budgeting processes.
  • High attention to detail and excellent time management skills.
  • Strong sense of ownership and responsibility.
  • Ability to handle multiple tasks and adapt to changing priorities.
  • Ability to thrive in a fast-paced and dynamic work environment.
  • Spanish proficiency/fluency is a plus

WHAT WE OFFER

  • Compensation: $75,000 to $85,000 annually
  • Opportunity: Have a major impact at a fast-growing startup that is revolutionizing the FinTech industry
  • Team Culture: A collegial, collaborative, fun work environment with frequent team events
  • Equity: All new hires are eligible for equity grant participation
  • Healthcare: Comprehensive & affordable insurance benefits with a variety of plan options
  • Retirement: 401(k) with employer match & employer-sponsored access to a retirement advisor
  • Family Benefits: Paid parental leave & reimbursement program for family planning services (such as fertility treatments, adoption, or surrogacy
  • Professional Development: Sponsored learning & development program (to cover classes, certifications, and more!)
  • Food Perks: Fully stocked kitchen & lunch reimbursement program
  • Work Flexibility: A hybrid office work model (In-Office Tues/Weds/Thurs and WFH Mon/Fri) & generous PTO day

Pontera is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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