Office Manager - Facilities

 

Your wellbeing, our mission. Join a company shaping a healthier world.

GET TO KNOW US

At Wellhub we're revolutionizing workplace wellness. Our platform connects employees worldwide to the best partners for fitness, mindfulness, therapy, nutrition, and sleep—all in one simple subscription. Headquartered in NYC with team members in 11 countries, we’re on a mission to make every company a wellness company.

We believe work should be fulfilling, inspiring, and balanced. Here, you’ll find a team that values wellbeing, collaboration, and different perspectives, where passion and creativity push boundaries to create real impact. Your contributions will help shape a healthier, more balanced world for you and millions of people globally. 

Join us in redefining the future of wellbeing!

THE OPPORTUNITY

We are hiring a Office Manager- Facilities to our People team in our New York City headquarters. Please note this position is hybrid and will require 3 days on-site in our Union Square office location. 

The Office Manager - Facilities is responsible for overseeing and maintaining the efficient operation of office facilities across the United States, ensuring a safe, functional, and well-organized environment. This person will be the primary point of contact for external suppliers and internal stakeholders across multiple locations, supporting events, maintenance, vendor management, and administrative operations while ensuring seamless coordination between New York headquarters and remote offices in Houston and Miami, with readiness to support additional locations as the company expands nationally.

The role directly impacts the company's ability to ensure seamless office operations across all US locations, contributing to employee satisfaction, organizational efficiency, and scalability of our growing national footprint.

YOUR IMPACT

• Manage quotes and negotiate with suppliers for office needs across all US locations.
• Handle purchase orders (POs) and process vendor payments.
• Decide on vendors and negotiate contracts and price agreements for office supplies, consumables, printing materials and promotional items.
• Monitor budgets for office expenses, events and catering.
• Check for irregularities, escalate and solve problems with suppliers Maintain stock control systems across multiple locations.
• Act as the primary point of contact for external vendors related to office maintenance and building administration.
• Supervise daily office maintenance, cleaning, and reception operations.
• Ensure implementation of office systems and maintain alignment with global standards.
• Coordinate with Facilities Manager on new office openings, refurbishments, or office moves.
• Ensure compliance with facility agreements across all locations.
• Support to ensure new hire first day requirements are ready including office access and laptop delivery.
• Respond to emails, Tickets and chat messages.
• Provide general HR and IT support coordination.
• Distribute and manage incoming and outgoing mail for business and employees' private capacity, including arranging courier requests.
• Provide on-site support for events, campaigns, and promotional activities.
• Lead office projects including new implementations, improvements, and restructuring efforts.
• Collaborate with internal teams to align projects with organizational goals.
• Manage presence and absence coordination to ensure uninterrupted support across locations.
• Serve as backup support for other regions during absences, with particular focus on coordination with the global facilities team.
• Live the mission: inspire and empower others by genuinely caring for your own wellbeing and your colleagues. Bring wellbeing to the forefront of work, and create a supportive environment where everyone feels comfortable taking care of themselves, taking time off, and finding work-life wellness.

WHO YOU ARE

• Minimum of 2 years of experience in facility or office management.
• Experience in office operations, including administrative tasks and event support.
• Experience managing multi-site or remote office operations is highly valued.
• Proficiency in Google Workspace and facility management tools.
• Fluent English is mandatory.
• Spanish or Portuguese language skills are a strong asset.

We recognize that individuals approach job applications differently. We strongly encourage all aspiring applicants to go for it, even if they don't match the job description 100%. We welcome your application and will be