Office Manager (New Haven)

The Office Manager is responsible for ensuring the efficient operation of the New Haven office by overseeing a broad range of administrative, financial, and managerial functions. This role offers the opportunity to join the Firm during a pivotal stage as it establishes and expands its presence in the United States.About the RoleThe Office Manager will oversee various responsibilities to ensure smooth office operations.ResponsibilitiesSetting up and maintaining office records and filing systems;Coordinating staff/office moves and the setting up of new joiners, and others, with relevant equipment, seating etc. and coordinating with the relevant HR Advisor and Facilities Management as appropriate;Managing supplier/ vendor relationships and corporate contracts;Working with our operational IT function, to ensure the IT set up is functioning and co-ordinating the set up for new joiners;Working with our Finance function, dealing with the financial administration for the office, namely client take on, issuing bills and management of invoices and expenses claims, petty cash management, office credit card reconciliations, payment to all vendors and suppliers, office budget tracking and management;Working with our Compliance function, ensuring Customer Due Diligence (CDD), Anti-Money Laundering (AML) and other policies are followed and following up with the relevant function lead regarding any concerns;Working with our Library team, ensuring that staff have access to the necessary online and hard copy reference material;Liaising with HR for the visa process for new joiners (and where applicable, their families);Looking after staff visiting from our other offices; including transport, accommodation, meeting rooms and catering etc.;Working with our Health & Safety Function to establish systems and processes which ensure compliance with health and safety legislation in the offices. Responsibility for the ongoing management of health and safety issues in New York and New Haven;Supporting local business development and marketing activities, including organizing mailings and arranging, attending and coordinating events and seminars, managing and updating marketing materials and databases;Arranging new business cards and photographs for members of staff;Liaising with the relevant internal departments to ensure the information on the website, other marketing materials and intranet is up to date.Required SkillsExperience of working for an international organization, having dealt with a visa / immigration tasks;Experience of working with key support functions such as Compliance, Finance, HR, Marketing and IT;Experience of managing and maintaining budgets;Proven experience of managing third party suppliers / contractors;