Office Manager

We are looking for an Office Manager to join our team and manage our new, New York City office. You will execute a variety of office management and administrative tasks and serve as a key point of contact for internal and external parties, ensuring efficient communication and a positive work environment. You’re detail-oriented, possess strong communication skills, and thrive in a fast-paced environment.

You will report to our Director of Strategic Initiatives and will be based onsite in our NYC office, near Union Square.

Key Responsibilities

• Office Management:

  • Oversee day-to-day operations of the office, ensuring a smooth and efficient workflow
  • Represent the office reception (e.g., calls, greeting visitors, requests, mail administration)
  • Manage office supplies (including kitchen & restroom) inventory and place orders as needed
  • Serve as the point of contact for building management and vendors, including coordinating maintenance, and repairs
  • Act as the local presence, in partnership with HR, for onboarding/offboarding (e.g., building access, IT, preparing working area, benefits support)
  • Proactively address any issues that arise in the office and look for opportunities to enhance the environment

• Administrative Support:

  • Assist with event planning and coordination, including company-wide meetings and special events
  • Assist with client events in NYC area (e.g., dinners, meetings, workshops)
  • Work closely with our Administrative Supervisor in our NJ headquarters to provide overall company support and collaborate with other departments to streamline processes and improve efficiency
  • Proactively build warm and trust-based relationships with everyone in the office so that they feel comfortable coming to you with their questions and needs

• Reporting Support:

  • Conduct research and compile data as needed for various projects and initiatives
  • Help manage our intranet (experience with Notion and Google Drive a benefit)

Qualifications

• Bachelor's degree in Business Administration, Management, or equivalent experience
• 5+ years of experience in office management or administrative support roles.
• Strong organizational and time management skills, with the ability to prioritize tasks effectively with flexibility to reprioritize throughout the day
• Ability to maintain confidentiality and handle sensitive information with integrity
• Excellent verbal and written communication skills
• Ability to work independently and take initiative
• Positive, friendly demeanor and proactive attitude
• Proficiency in Microsoft Office Suite and Google Apps (e.g. Google Docs, Google Drive, Gmail).
• Previous experience supporting executives or senior management is a plus
• Experience with expense management software (e.g., Ramp) a plus
• Experience with knowledge management software (e.g. Notion) a plus

This is a great opportunity to have a long-term impact on a fast-paced, private equity backed growth business. Some of the core virtues embraced by Scales’ employees include:

• Do the Right Thing
• Act Like an Owner
• Hustle
• Demand Results
• Go Together
• Evolve or Disappear

We offer a competitive compensation package and a comprehensive benefits program including medical benefits, paid vacation and holidays, and 401K matching.