Office Manager, BIT North America
Full time: 40 hours per week, part time options available
Contract: Permanent (employment at will)
Salary: $50,000 per annum, plus benefits
Location: Brooklyn, New York
Who are the Behavioral Insights Team?
BIT was established in 2010 with a remit to apply insights from the behavioral sciences to public policy in the UK. In February 2014, BIT became a social purpose company and expanded to meet the high levels of demand for our work both in the UK and overseas.
In summer 2015, we opened a North American office in New York. We have a relaxed and non-hierarchical office culture. All our staff believe passionately in our company values: always prioritizing social impact; empiricism and humility; fresh thinking, collaboration; and public service.
We expect professional excellence in a work environment that is fast paced, exciting and friendly. In North America we offer all of our employees excellent benefits - a matched 401k contribution up to 5 percent of salary plus an excellent healthcare package.
Roles and Responsibilities
This is a wide-ranging role working directly with the Senior VP across finance, human resources, legal and business development. Specific responsibilities will include:
You will be required to manage our financial processes through our outsourced finance partner. For example:
Maintaining US business financials;
Tracking actual spend against the forecast;
Working with the Head of BIT North America to model different financial scenarios and reflecting these in the overall plan;
Ensuring that detailed data for client reporting is provided regularly; and
Managing office expenses and receipt reconciliation, supported by the office’s virtual PA service.
Leading the set-up and flow of recruitment processes, including the onboarding of new joiners;
Managing the associated insurances and health care for the office; and
Managing the bi-monthly payroll and the associated 401k processing.
Managing the contracting process, drawing on in-house legal support as required;
Managing the budget and use of external legal resources;
Working closely with the organization’s legal counsel to ensure that the US office can perform quasi-legal work independently;
Overseeing and managing necessary office insurances (with support from in-house legal support).
Facilitating business development for the North America office. This includes: registering as a supplier (e.g. for State or City Governments) and maintaining our supplier status;
Project managing new business
Dealing with external procurement officers.
Working with office managers of other organizations within the shared office space to address how best to use the space and equipment;
Managing the mail and ensuring incoming mail is correctly dealt with;
Supporting other team members, such as preparing or consolidating workshops Managing the team's virtual PA. This is a resource we have for c10 hours a week who can provide assistance with administrative tasks.
We are looking for someone who is flexible, self-starting and willing to work on a variety of projects. You will need:
To be able to demonstrate commercial judgement and sound project and financial management ability.
Experience of standard office operations. You do not need to be an accountant or lawyer but you do need a strong basic understanding of the legal and financial aspects of day-to-day business operations;
Experience working in a fast-paced commercial environment;
To be a clear communicator and have strong interpersonal skills – be able to communicate appropriately to staff at all levels;
Project management experience;
Sound judgement and decision making - ability to make decisions in line with company policy and the law;
Good attention to detail and accuracy;
An understanding of how governments and government funders procure services; and
An enthusiasm for taking on new challenges such as special projects.
Finally, it would be desirable if you have:
An understanding of the compliance requirements of a US company (e.g. insurances, tax obligations, healthcare and 401k provision, basic employment law and health and safety);
An interest in the application of Behavioural Insights to operations functions;
Undergraduate degree (in any subject);
Experience working in an international context.