Office Manager, BIT North America

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:

Financial Management

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.

Human Resources:

  • 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.

Legal support:

  • 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).

Business Development:

  • 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.

Office Support:

  • 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.

Special projects:

  • Much of the work undertaken as part of this role will fall into the category of ‘special projects’. For example, preparing and managing a potential office relocation.

Essential

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.

Desirable

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.

Role posted - 2016-11-23T18:50:29Z 6:50pm, 23rd Nov 2016 GMT