Office Manager

Job Description

Office Manager | Hearth

The Tone:
This is a full-time, hybrid role at Hearth, located in New York, NY. Hearth builds an AI growth system for America’s home improvement contractors, providing critical software to over 15,000 paying customers. The company is currently undergoing a significant shift, evolving from a SaaS company to an AI company by developing an autonomous AI employee for every contractor, with a mission to bring advanced AI capabilities to the trades. This Office Manager role is central to ensuring the NYC office functions seamlessly and is always presentable, establishing a welcoming and organized environment for employees, investors, and guests. You will be a key support for the team building Hearth’s next chapter, working closely with the CEO and leadership.

The TL;DR
• Role: Full Time
• Type: Full-time
• Location: Hybrid, New York, NY
• Team: Supports the NYC technical team, CEO, and leadership, contributing to the overall operational efficiency of the office.
• Mission: This person ensures Hearth’s NYC office is consistently functional, well-stocked, and welcoming, directly supporting a founder-led company’s daily operations and its mission to deliver innovative AI solutions to the home improvement sector.

What You’ll Actually Do
• Office Upkeep: Keep the kitchen and entire office consistently stocked with food, drinks, and essential supplies, ensuring the space is always prepared for daily operations and all team members have what they need, alongside managing incoming packages and deliveries efficiently.
• Vendor Management: Proactively identify, vet, and manage external vendors for all necessary office repairs and ongoing upkeep, demonstrating skill in negotiating fair pricing to maintain the office infrastructure effectively.
• Guest Relations: Serve as the primary point of contact and provide a warm welcome for all individuals entering the office, including new hires, investors, business meeting attendees, and other visitors, ensuring a positive first impression.
• Event and Meeting Coordination: Oversee all food arrangements and logistical planning for various office events, ranging from informal team happy hours to structured engineering off-sites, and manage the detailed scheduling of all company meetings, in-office events, and off-site gatherings.
• Space Evolution: Actively assist the team in navigating the needs of a growing NYC office footprint, including strategically planning and coordinating desk logistics and space adjustments as more people join the company.

The Must-Haves
• Background: Possesses prior professional experience managing an office environment, providing dedicated Executive Assistant or Personal Assistant support, or working in a front-of-house hospitality role where anticipating needs is crucial.
• Experience: Demonstrates a proven ability to make operations appear effortless and has an established network of reliable contacts for various office repairs and maintenance (e.g., a painter, an electrician, a door fixer), knowing how to secure quality work swiftly.
• Skills: Is inherently organized and highly detail-oriented, with a natural inclination to act proactively without needing explicit direction, and maintains composure and effectiveness when priorities shift rapidly.