Samba seeks a mid-level full-time Office Operations & Facilities Manager based in New York City. Responsibilities include overseeing New York and Chicago offices, managing office support and maintenance, coordinating moves and space audits, supporting IT troubleshooting, ensuring health and safety compliance, managing vendor relationships, handling administrative tasks such as invoicing and procurement, supporting employee onboarding and offboarding, coordinating events and employee experience initiatives, and providing global workplace support. Candidates should have 3-5+ years of office operations experience, strong organizational and communication skills, familiarity with Google Workspace and Slack, experience managing multi-step projects and vendors, and a proactive, detail-oriented approach. The role requires on-site presence in New York City.
What you'll do
Oversee New York and Chicago offices with SF manager
Act as go-to contact for general office support, working with building management on cleanliness, maintenance, repairs, and access control
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Coordinate internal moves, assist with desk resets, and manage setup tasks
Support IT with basic tech troubleshooting (connecting monitors, managing cables, conference room tech issues)
Maintain safe, secure, and well-functioning work environment; escalate issues as needed
Monitor visitor calendar invites and coordinate security list access with EA and Talent Acquisition
Greet visitors, notify hosts, and ensure visitor comfort until escorted
Travel to support office locations as needed
Ensure compliance with local health and safety legislation; maintain records and coordinate inspections
Support environmental and EHS initiatives promoting responsible resource use and sustainability
Maintain and update emergency procedures including first aid, fire warden coordination, evacuation protocols, and business continuity planning
Control incoming and outgoing mail and packages
Manage vendor relationships ensuring consistent service and performance
Maintain confidentiality and support data protection protocols
Ensure compliance with local employment regulations in partnership with HR and Legal
Partner with management and Finance to manage office-related costs, expense tracking, and budget planning
Research local vendors and support contract negotiations
Process invoices and payments timely according to expense policy
Oversee procurement and inventory of office supplies, equipment, and employee swag
Act as in-office point of contact for new joiners with office-related questions
Send welcome emails with building and workplace details to new hires
Support onboarding and offboarding logistics including welcome materials, desk and badge setup, and office orientation
Manage device distribution and inventory for employees and on-site contractors or vendors
Coordinate and support onsite and offsite events and experiences in collaboration with People Team and leadership
Develop and uphold workplace standards and protocols with HR
Foster positive and collaborative office culture reflecting company values
Gather and analyze employee feedback to improve office operations
Serve as resource for employee inquiries connecting to internal resources
Facilitate internal communications around events, office updates, and workplace initiatives
Coordinate recurring lunch deliveries, manage order logistics, and handle cleanup
Provide regional coverage for global teammates when out of office
Participate in global projects such as workplace surveys and data gathering
Coordinate across time zones for collaboration with international workplace teams
Requirements
Warm, resourceful, and committed to delivering exceptional workplace experiences
Exceptionally organized with strong communication and follow-through skills
Proactive, detail-oriented, and comfortable working autonomously
Familiar with Google Workspace (Docs, Sheets, Calendar, Gmail); Slack experience is a plus
Experience managing multi-step projects such as office moves, real estate partnership for office moves, closing office spaces, space and design setups, and vendor rollouts from planning through completion
Confident managing vendors and performing light tech troubleshooting when needed
Adaptable to shifting priorities and excited to contribute to a high-functioning, globally connected workplace team
Passionate about fostering culture and community, with a focus on people-centered experiences
Comfortable using and learning internal systems and engagement tools (e.g., HRIS platforms, event tools, or project management and design tools)
Minimum 3, preferably 5+ years office operations experience
Tech stack
Google WorkspaceGoogle DocsGoogle SheetsGoogle CalendarGmailSlackHRIS platformsevent toolsproject management toolsdesign tools
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