About the role
PubMatic is seeking an enthusiastic and reliable Office Manager to oversee our New York City office. This full-time contract role (12 Months), in person- 5 days a week is essential for ensuring the smooth operation of the office and creating a positive and welcoming environment. The Office Manager will be the first point of contact for guests and employees, handling reception duties, vendor coordination, facilities management, and supporting employee engagement initiatives.
As the face of PubMatic's office, the ideal candidate will demonstrate professionalism, excellent organizational skills, and a commitment to maintaining a positive office culture. They must be self-motivated, adaptable, and able to manage multiple tasks in a fast-paced environment.
What You'll Do:
Reception & Visitor Management: Greet guests, manage the SV3 system, monitor employee and visitor access, and maintain security protocols.
Vendor & Facilities Management: Manage vendor relationships, negotiate contracts, ensure the office meets operational needs, and oversee repairs, improvements, and compliance with health and safety regulations.
Food Services: Take full ownership of food services, identify areas for improvement using data-driven decision-making, and find potential cost savings. This person will be responsible for sourcing different catering vendor options and scheduling test meals for a possible transition.
Office Coordination: Maintain and coordinate the reception area and conference rooms, manage room booking systems, and collaborate with creative teams for office refurbishments. Create a living document with SOPs for all Office Management and Facilities tasks, identifying areas for process improvement.
Employee Onboarding & Offboarding: Assist with equipment allocation, desk setup, ID card creation, and ordering business cards for new hires. Ensure smooth office transitions for departing employees.
Mail Management: Sort and distribute incoming mail, and prepare and ship outgoing packages (UPS, USPS, FedEx).
Pantry & Supplies Management: Oversee all weekly provisions orders through Corporate Essentials and Fresh Direct to ensure the pantry is stocked. Work with office cleaning staff to maintain the kitchen's cleanliness and appearance.
Event Coordination: Organize office events such as corporate lunches, team meetings, town halls, and volunteer initiatives, ensuring they run smoothly.
Responsible for coming up with ideas and organizing yearly summer outings and end-of-year holiday parties for NY employees.
Volunteer & Community Engagement: Manage the volunteer calendar, coordinate give-back events, drives, and charity partnerships.
Expense Management: Handle monthly expense reporting for the corporate credit card via BREX, verifying invoices align with contract pricing.
Culture & Employee Engagement: Support office culture initiatives and work with HR to foster a professional, fun, and inclusive work environment for employees. Source new ideas for employee engagement and experience and showcase leadership presence during social events.
Diversity & Inclusion: Collaborate with Employee Resource Group (ERG) leads and members to provide a positive experience, promote events, contribute to diversity and inclusion efforts, and assist with sourcing new vendors. Help HR schedule regular meetings and keep members engaged.
Facilities Projects: Assist in ad hoc projects related to office facilities, including the current build-out of the second floor for our NY office. Partner with IT and Data Center teams for employee needs. Maintain a system for access cards to ensure security and prevent any breach gaps.
About the company
PubMatic is one of the world's leading scaled digital advertising platforms, offering more transparent advertising solutions to publishers, media buyers, commerce companies and data owners, allowing them to harness the power and potential of the open internet to drive better business outcomes.
Founded in 2006 with the vision that data-driven decisioning would be the future of digital advertising, we enable content creators to run a more profitable advertising business, which in turn allows them to invest back into the multi-screen and multi-format content that consumers demand.
