Office Management Associate at Midtown Hedge Fund--4x a week in person

Our client, a boutique hedge fund, is seeking a highly motivated, resourceful, and detail-oriented Office Management Company Associate to join its New York team. This is a broad, hands-on role supporting the firm's day-to-day operations across accounts payable, technology and systems administration, office operations, facilities, and general administrative support.

The ideal candidate is someone who genuinely enjoys wearing multiple hats and taking ownership of the details that keep a business running smoothly. This person will work closely with the Chief Administrative Officer and will have exposure to many different areas of the firm, from processing invoices and maintaining QuickBooks records to managing vendors, coordinating with IT providers, overseeing the office, and identifying opportunities to improve internal processes.

This is a great opportunity for someone earlier in their career who is smart, organized, curious, and eager to learn within a small, collaborative investment firm. They are looking for someone who takes pride in their work, proactively identifies ways to make things better, and is excited to use technology and AI-enabled tools to improve efficiency over time.

RESPONSIBILITIES:

• Process invoices, maintain vendor records, and coordinate payment approvals
• Manage wire payments, account reconciliations, and supporting documentation
• Maintain QuickBooks records and assist with month-end accounting processes
• Track vendor contracts, payment schedules, and renewal dates
• Serve as a liaison with the firm's IT and cybersecurity providers
• Track help desk requests and technology projects through resolution
• Maintain device inventories, mobile phone records, user access records, and technology documentation
• Oversee day-to-day office operations, facilities, supplies, pantry services, and vendor relationships
• Coordinate office maintenance, repairs, deliveries, and building management requirements
• Maintain office maintenance schedules, logs, and operational procedures
• Manage incoming mail, packages, and other administrative support needs
• Take pride in the appearance of the office and proactively identify and address issues to ensure the space is consistently organized, well-maintained, and presentation-ready
• Maintain operational trackers and administrative documentation
• Provide occasional calendar support, including coordinating and scheduling meetings as needed
• Identify opportunities to improve workflows, automate routine tasks, and increase efficiency through technology and AI-enabled tools
• Take on additional operational and administrative projects as needed

REQUIREMENTS:

• Bachelor's degree preferred
• 2+ years of experience in operations, accounting, office management, administration, or a similar role
• Strong organizational skills with excellent attention to detail and follow-through
• Proficiency with Microsoft Office, particularly Excel, Outlook, Teams, and Word
• Experience with QuickBooks or similar accounting software preferred
• Strong written and verbal communication skills
• Comfortable handling confidential information with professionalism and discretion
• Curious about how businesses operate and eager to learn, improve processes, and take ownership of projects
• Resourceful, proactive, and comfortable wearing multiple hats within a small firm
• Interest in leveraging technology, including Microsoft Copilot and other AI-enabled tools, to improve productivity and streamline workflows
• Collaborative, low ego, and happy to jump in wherever needed

HOURS & LOCATION: 
New York City. Hybrid schedule with work from home on Fridays, two remote weeks in December for the holidays, and remote work throughout August.

SALARY:
Up to $90K base (DOE) + discretionary bonus

BENEFITS: 

• 100% employer-paid medical, dental, and vision insurance
• 401(k) plan
• Flexible hybrid work schedule
• Daily Seamless lunch allowance