iCapital is powering the worlds alternative investment marketplace. Our financial technology platform has transformed how advisors, wealth management firms, asset managers, & banks evaluate & recommend bespoke public & private market strategies for their high-net-worth clients. iCapital services approximately $152 billion in global client assets invested in 1,223 funds, as of January 2023.

iCapital has been named to the Forbes Fintech 50 for five consecutive years (2018 2022); a back-to-back selection by Forbes to its list of Best Startup Employers; & a two-time winner of MMI/Barrons Solutions Provider award (See link below).

About the Role

iCapital is looking to hire an Office Manager for our New York City Headquarters which seats more than 450 employees. This role will manage the Facilities team currently made up of 5 people (and growing). The Facilities team plays an integral role in creating a welcoming & fulfilling place for iCapital employees to work.

A successful candidate is hospitality & customer service-driven & understands their impact in supporting a vibrant & productive office culture. This position will be responsible for leading the smooth operation of five floors, with 140,000 square feet of office space. This role will support the team with bringing the NYC office to life by overseeing & coordinating daily operations, office expansion, & supporting employee experience initiatives. This role reports directly to the Vice President of Workplace.

Responsibilities

Office Operations & Management:

• Oversee facility & manage escalations; ensuring all aspects of the office are functioning properly.
• Achieve financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, & ensuring accountability for operating expenses.
• Negotiate with vendors, submits invoices, creates office expense reports, manages vendor payments system.
• Own & maintain positive & productive relationships with property management & third-party vendors (HVAC, food, & beverage, etc.).
• Submit & maintain up-to-date COIs for all vendors.
• Provide a safe working environment by upholding safety & security procedures across the Facilities team & collaborate with Risk Management team.
• Facilitate desk moves.
• Contribute to team effort by accomplishing all related special projects, as requested.

Employee Experience:

• Take ownership of providing quick & hospitable service to employee requests & issues.
• Comfortable utilizing Fresh Service or related ticketing platform. Define measures of success for ticket resolution.
• Curate monthly employee events & collaborate with HR, Events, Marketing, & DE&I teams, when needed, to execute successful events.
• Direct & support team with facilitation of internal & external meetings.
• Think creatively; always proactively look for ways to enhance the day-to-day employee experience while effectively managing costs.
• Coordinate with recruiting on onboarding & offboarding including desk assignments, outreach, new hire welcome tour, & delivery of swag.

Team Management:

• Lead a growing Facilities team (anticipated to grow to a team of 8) to execute on Workplace goals & initiatives.
• Assist with recruiting process & interviewing candidates.
• Support direct reports with consistent one-on-ones & coaching sessions. Provides regular feedback.
• Onboard & train new employees; equips with tools necessary to be successful in their roles.
• Manage employee schedules & delegate assignments. Support individual strengths & interests while ensuring maximum productivity.

Qualifications

• Commit to an in-office 8:00 am 5:00 pm schedule from Monday-Friday (at times, you may need to stay late or come in early)
• 7+ years experience in customer experience, hospitality, building operations, administrative, events management, or related experience. Direct office management experience a plus
• 2+ years of people management experience
• Experience working cross-functionally to achieve team goals
• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, & PowerPoint
• Knowledge of OfficeSpace workplace management system a plus
• Knowledge of Expensify & Coupa or similar expense platforms a plus
• Passionate about creating an enjoyable day-to-day office experience for the team
• Present a professional appearance on a daily basis
• Personable & able to communicate across all levels of an organization, both in written communication & in-person interactions
• High energy & passionate
• Takes Initiative & is creative in developing new procedures
• Can do attitude, hands-on, problem solver with a solid work ethic
• Organized & detailed oriented & able to see the big picture
• Intelligent & quick learner, high level of integrity, self-confident & clear thinker

Benefits

The base salary range for this role is $80,000 to $100,000.  iCapital offers a compensation package which includes salary, equity for all full-time employees, & an annual performance bonus. Employees also receive a comprehensive benefits package that includes an employer matched retirement plan, generously subsidized healthcare with 100% employer paid dental, vision, telemedicine, & virtual mental health counseling, parental leave, & unlimited paid time off (PTO).

We believe the best ideas & innovation happen when we are together. We offer most employees the flexibility to work in the office three or four days. Every department has different needs, & some positions will be designated in-office jobs, based on their function. 

For additional information on iCapital, please visit https://www.icapitalnetwork.com/about-us  Twitter: @icapitalnetwork | LinkedIn: https://www.linkedin.com/company/icapital-network-inc | Awards Disclaimer: https://www.icapitalnetwork.com/about-us/recognition/

iCapital is proud to be an Equal Employment Opportunity & Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.