Office Service Manager

Key Responsibilities:

Facility Management & Workplace Design

• Serve as the single point of contact for all facility management-related topics, ensuring smooth operations and addressing any issues promptly.
• Collaborate with internal teams and external vendors to manage office renovations, general cleaning topics, or reconfigurations.
• Oversee office supply and order management, ensuring timely procurement and availability of essential items while maintaining cost efficiency.
• Provide hands-on support for facility-related tasks, including minor repairs, furniture assembly, and equipment setup.

Client-Focused Hospitality & Service Orientation

• Foster a client-first mindset by ensuring all interactions and environments reflect high hospitality standards.
• Create a welcoming and professional atmosphere for clients, guests, and employees, ensuring their needs are anticipated and met with care.
• Actively seek opportunities to enhance the client and visitor experience, from seamless meeting room setups to personalized service touches.
• Serve as a trusted resource and point of contact for all client-facing activities, ensuring a positive and lasting impression.

Meeting Room Management

• Conduct regular floor walks to ensure meeting rooms and common areas are in optimal condition.
• Coordinate with internal departments, vendors, and building management for meeting needs, including room setup, audiovisual equipment, catering, and Certificates of Insurance.
• Support VIP and client meetings by arranging supplies, catering, and materials (e.g., registration, name tags, handouts, pads, pens, water bottles, guest Wi-Fi).
• Clean up and reset meeting rooms after use.
• Provide basic troubleshooting for audiovisual equipment and escalate issues as needed.
• Monitor and restock meeting room supplies, reporting low inventory when necessary.

Reception Services

• Greet guests warmly and provide directions to the Client Meeting Room.
• Register guests, issue visitor badges, and collect badges upon departure.
• Answer phone calls promptly and forward them to the appropriate contact using excellent telephone etiquette.
• Provide after-hours instructions for badge drop-off if needed.
• Provide administrative support to senior executives and team members, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Accounts payable support for invoices received by Vontobel Asset Management Inc.
• Travel and Expense support using Concur

Pantry Services

• Maintain a high standard for pantry areas, ensuring cleanliness, organization, and proper rotation of stock.
• Overseeing kitchen cleaning, stock inventory, coffee Machine Services , and manage dishwashers.
• Implement Just-In-Time ordering processes to minimize waste and overstocking.
• Track supply orders and monitor inventory levels to ensure availability.

What are we looking for:

• Proven work experience with a Minimum of 5-10 years in office management or a related administrative or hospitality role, preferably within the financial services industry.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Demonstrated ability to foster a client-focused environment with high hospitality standards.
• A proactive and service-oriented mindset with the ability to anticipate needs and deliver exceptional experiences.
• Proficiency in managing inventory and supply tracking.
• Familiarity with meeting room setup, catering coordination, and pantry management is a plus.
• Hands-on approach to tasks and willingness to assist with facility-related activities.
• Ability to troubleshoot basic audiovisual equipment issues.

What do we offer?

• New York location
• Diverse team in an open-office space.
• All the latest technology to help you excel and advance.
• Agile environment in how we think
• Flat hierarchy with collaboration at all levels.

Salary range: 75’000.00 – 95’000.00 $

Why Vontobel?

As a family-owned and publicly listed company with over 2,000 professionals based in 28 locations globally and headquartered in Zurich, we’re committed to long-term thinking and sustainability.

At Vontobel, we believe that diversity drives innovation and success. Our team thrives on unique perspectives, experiences, and ideas, and we’re committed to building an inclusive environment where everyone can contribute and grow.

We’re looking for passionate individuals who are ready to make a difference in a dynamic, ever-evolving world. Even if you don’t meet every single qualification, we encourage you to apply.

What matters most to us is your enthusiasm, drive, and willingness to learn. If you’re excited about this opportunity and believe you can bring value to the role, we’d love to hear from you. Let’s shape the future together!