Office Manager

The United Kingdom's Mission to the UN in New York City is offering an exciting opportunity to join the Corporate Services Team, Estates Team as Office Manager. This is a meaningful role which supports and further develops the special relationship between the UK and the US - contributing to work shaping international diplomacy to make a real difference globally.

The US Network offers a unique, career-enhancing opportunity and is committed to supporting its staff through a comprehensive benefits package- including generous leave, competitive insurance options, a top-tier 401(k) programme, and access to world-class learning and development resources.

We are committed to fostering a healthy work-life balance and supporting employee wellbeing through a structured hybrid working model that includes opportunities for remote work and flexible hours, where operational needs allow.

In this role, you will be part of a dynamic international environment spanning the British Government’s extensive network across the United States and the United Kingdom, which includes the Embassy in Washington, the UK Mission to the United Nations, multiple Consulates, and other Government Offices—comprising over 900 staff and supporting the work of approximately 30 UK government departments and agencies.

As Office Manager in the Estates Team/Corporate Services you will contribute to strengthening UK-US collaboration in the day to day running of the services, maintenance, and projects in the office. Positioned within UKMIS and the British Consulate New York you will work closely with internal stakeholders, our work colleagues. You will manage contacts with existing stakeholders, coordinate with building management, manage supplies, suggest improvements and supervise the Office Assistants.

You will work under the supervision of the Facilities Manager, and assist them in continuously improving the post’s Office Policy and Strategy.

The Office Manager provides the following service:

• Lead on sourcing, procurement and delivery of office supplies in line with approved policy and strategy;
• Lead day-to-day management of office services including service and maintenance contracts;
• Liaise with building management, contractors and Security regarding type and timing of works;
• Manage an effective office administration service including maintenance of registers and logs etc.; providing advice and guidance to key stakeholders;
• Support the Facilities Manager in monitoring and improving office services, maintenance contracts and projects to develop and deliver the annual business plan objectives;
• Deliver a strong customer service based on policies, strategies and budget;
• Ensure work orders are completed on time (at pace) and logs are updated accurately;
• Work with the Maintenance Manager, who manages Mover and Maintenance Team, to ensure maintenance tasks are scheduled appropriately;
• Provide line management and development support to 2 Office Assistants;
• Find optimisations within the office working to improve customer service and efficiency;
• Work with our Finance department to ensure processes and payments are done correctly and in time;
• Accurate forward looking forecasting of maintenance works for the current and future financial years;
• Ensure Health & Safety procedures are adhered to and practised;
• To cover and carry out all responsibilities of the Fire Safety Manager during their absence (e.g., leave or sickness) to ensure continuity of fire safety management at post.
• Other ad-hoc duties as required.

• Effectively liaise with other Estates Team members and departments within the wider organisation;
• No budget directly managed, but work is part of maintenance and furnishings budget.

• Substantive experience of working in a fast-paced office or customer service environment;
• Experience of office administration, including data management;
• Ability to prioritize, effectively manage and execute multiple tasks under tight deadlines;
• Strong team player who can work flexibly based on the changing needs of the team and business;
• Strong IT skills and the ability to effectively use Outlook, Excel and Word;
• Clear…