Office Manager

 

Position Overview:

The Office Manager serves as a key operational partner for NYC Operations, responsible for the day‑to‑day management and coordination of office functions and administrative services. Reporting to the Manager, Operations, this role supports effective business operations through office and facilities management, meeting and event coordination, travel arrangements, and general administrative and communication support. The Office Manager plays a critical role in ensuring a well‑organized, efficient, and professional office environment that supports employees and operational priorities. 

 

Responsibilities:  

• Operate under the general direction of the Manager, Event Processing, supporting the effective functioning of the NYC Manhattan Office and, as needed, supervising other staff or external service providers. 

• Oversee daily office operations to ensure a well‑maintained, organized, and efficient work environment, proactively addressing operational and facilities‑related needs. 

• Manage office and facilities services, including utilities, maintenance requests, space functionality, and coordination with building management and service providers. 

• Liaise with vendors and contractors to ensure cost‑effective procurement of office‑related goods and services. 

• Manage office refurbishments, space improvements, and facilities projects by coordinating with contractors and internal stakeholders. 

• Maintain and update office seating plans to align with business needs, staffing changes, and operational requirements. 

• Ensure office supplies, equipment, and shared resources are adequately stocked, maintained, and replaced as needed. 

• Coordinate meeting logistics, office events, and onsite activities, including room setup, vendor coordination, and scheduling support. 

• Support operational and administrative needs of NYC Operations and the broader leadership team as required, with a focus on business continuity and office efficiency. 

• Provide limited administrative support related to MWBE NYC operations, including contractual NYC MWBE subcontractor reporting. 

• Assist with onboarding new employees by coordinating workspace setup, system access coordination, and office orientation. 

• Serve as a primary point of contact for internal stakeholders regarding office operations, facilities, and administrative inquiries. 

• Support internal communications related to office updates, facilities notices, and operational announcements. 

• Process invoices, purchase orders, and expense documentation related to office operations, ensuring accurate record‑keeping and timely submission. 

• Partner with Finance to track and manage office‑related budgets and expenditures. 

• Maintain and update office records, procedures, and operational documentation to ensure consistency and compliance. 

• Perform general administrative and operational duties as needed to support the ongoing needs of the business. 

• Assume additional responsibilities as required to support office operations and organizational priorities. 

 

Safety Responsibilities: 

• Ensure compliance with Verra Mobility’s quality, environmental, and safety standards, and adhere to Safe Work Method Statements and Standard Operating Procedures. 

• Promote sustainability and workplace safety through collaboration and proactive reporting of concerns, hazards, incidents, and improvement opportunities. 

The above list is not an exhaustive list and may change from time-to-time based on business needs. 

 

You are: 

• Highly organised, capable of managing multiple tasks effectively, prioritising deadlines, and maintaining attention to detail in office operations and support. 

• Results-driven, taking ownership of responsibilities, ensuring timely and high-quality completion of administrative, financial, and office management tasks. 

• Adaptable and resilient, responding quickly to changing priorities, remaining calm and resourceful in handling unexpected challenges. 

• A strong collaborator, building strong relationships with executives, employees, and vendors while maintaining professionalism and confidentiality. 

• A problem solver, proactively identifying and resolving office-related challenges, using sound judgment to enhance efficiency. 

• Detail-oriented and compliant, able to adhere to company policies and procedures, ensuring accuracy in procurement, invoicing, and office administration. 

• Able to show initiative and drive improvement, proactively enhancing office operations and executive support, identifying opportunities to improve processes. 

• Be a collaborative, active and positive member of the NYC Operations team who operates in alignment with Verra Mobilities Values. 

• Handle confidential information with discretion and professionalism. 

 

Skills required: 

• High level of competency using MS Office Suite. 

• Experience collaborating with leadership and operations teams. 

• Exhibit foundational project support skills, including the ability to assist in project planning, scheduling, documentation, and coordination of project activities. 

 

Qualifications & Prerequisite Requirements: 

• Bachelor’s degree in Business Administration, Facilities Management, Operations, or a related field, or equivalent combination of education and experience. 

• 5+ years of progressively responsible experience in office management, facilities coordination, or operational administration. 

• Demonstrated experience managing office operations in a fast‑paced, multi‑stakeholder environment. 

• Experience working with vendors, contractors, and service providers, including contract coordination and issue resolution. 

• Strong knowledge of office operations, facilities services, space planning, and workplace logistics. 

• Proven ability to manage office supplies, utilities, refurbishments, seating plans, and workspace setup. 

• Experience coordinating office moves, renovations, or space optimization initiatives preferred. 

• Ability to proactively identify and resolve office and facilities issues to maintain business continuity. 

• Experience processing invoices, purchase orders, and office‑related expenses with a high degree of accuracy. 

• Ability to track office budgets and partner effectively with Finance on expenditure management. 

• Familiarity with procurement processes and cost‑effective sourcing of office goods and services.