Office Manager

Job Summary

We are Allvue Systems, the leading provider of software solutions for the Private Capital and Credit markets. Whether a client wants an end-to-end technology suite, or independently focused modules, Allvue helps eliminate the boundaries between systems, information, and people. We’re looking for ambitious, smart, and creative individuals to join our team and help our clients achieve their goals. Working at Allvue Systems means working with pioneers in the fintech industry. Our efforts are powered by innovative thinking and a desire to build adaptable financial software solutions that help our clients achieve even more. With our common goals of growth and innovation, whether you’re collaborating on a cutting-edge project or connecting over shared interests at an office happy hour, the passion is contagious. We want all of our team members to be open, accessible, curious and always learning. As a team, we take initiative, own outcomes, and have passion for what we do. With these pillars at the center of what we do, we strive for continuous improvement, excellent partnership and exceptional results. Come be a part of the team that’s revolutionizing the alternative investment industry. Define your own future with Allvue Systems!

Responsibilities

Champion Office Culture: Serve as the cultural steward of the office, fostering an environment that reflects the company's core values ensuring that it is welcoming and inclusive.

Office Organization: Craft and maintain an office space that inspires productivity, ensuring it is functional, well-organized, and adaptable to the evolving needs of the team.

Supply and Inventory Management: Diligently oversee the stock of office supplies, snacks, and beverages, ensuring that the office pantry is consistently equipped to nourish and invigorate the team.

Event Coordination: Execute workplace events in partnership with the local People Committee that serve to strengthen team cohesion, celebrate milestones, and welcome guests. You'll also extend a warm welcome to a diverse set of internal and external leaders and guests and help make sure they feel comfortable and engaged.

Administrative Leadership: Oversee various administrative tasks, from managing correspondence and facilitating internal and external meetings to maintain office facilities and negotiating with suppliers.You will have a watchful eye over the physical workspace, diligently coordinating maintenance and repairs, proactively addressing any facility-related concerns to provide a safe, functional, and comfortable office environment. Engage with suppliers, negotiating contracts for goods and services to secure favorable terms while ensuring the timely provision of high-quality office supplies and resources. Regularly review and refine administrative processes, seeking out efficiencies and implementing best practices to streamline office operations and bolster overall productivity. Manage the office budget, to include but not limited to, preparing expense reports, scheduling expenditures, analyzing variances, and assisting the Team Lead, Office Manager with annual budget planning.

Effective Communication: Act as the central hub for both internal and external communication, ensuring that all parties are well-informed and synchronized. You'll be responsible for organizing meetings, coordinating logistics, disseminating team updates, and bridging communication gaps across offices. Your clarity in messaging, attention to detail, and ability to foster open dialogue will be instrumental in supporting all underlying elements of office management and team engagement. Through proficient communication practices, you will enhance collaboration, promote transparency, and contribute to the seamless operation of the organization.

Team Member & Visitor Liaison: You will be the primary contact for local team members and external visitors (vendors, clients, prospects, and guests) with concerns about the office environment, ensuring quick resolutions to maintain a smooth workflow. You’ll set the tone for a positive and impressive experience form the start. You'll play a key role within the People Experience team, acting as the accessible face of HR and providing guidance as the initial point of contact for team member questions. Your empathetic and proactive approach in problem-solving is central to advocating for staff needs and enhancing the overall team member experience in the office. In harmony with the local PX People Partner, you'll ensure a warm welcome for new joiners, providing them with tours and facilitating a smooth onboarding process—a fundamental part of our commitment to a fulfilling people experience. Additionally, you will also liaise with other personnel and/or departments, such as IT, and the site leaders, to resolve necessary issues that arise. To reinforce accountability and uphold company standards, you will also be responsible for meticulous record keeping, ensuring all interactions, transactions, and interventions are documented, and maintaining a clear audit trail of documents as necessary for operational integrity and compliance purposes.

Workplace Safety: Ensure compliance with health and safety regulations, creating a secure environment. Efficiently manage and investigate any health and safety incidents that may occur, creating detailed reports and implementing corrective action to prevent future occurrences.

Qualifications

Skills/Knowledge/Abilities:

• 3+ years of proven office management, administrative, or assistant experience.
• Strong time management skills, ability to multi-task and perform well under pressure. Excellent organizational skills. Ability to adapt to changing priorities and meeting deadlines.
• Strong problem-solving skills and ability to prioritize tasks.
• Expert-level project management skills.
• Exceptional analytical aptitude and curiosity, detail oriented, and highly organized.
• Demonstrable success of building good relationships and partnerships with key influencers across the organization.
• Excellent verbal and written communication skills.
• Knowledge of office administrator responsibilities, systems, and procedures.
• Self-driven and proactive nature.
• Leadership and decision-making abilities.