Office Manager

About Rent the Runway: 

Rent the Runway (RTR)  is transforming the way we get dressed by pioneering the world’s first Closet in the Cloud. Founded in 2009, RTR has disrupted the $2.4 trillion fashion industry by inspiring women with a more joyful, sustainable and financially-savvy way to feel their best every day. As the ultimate destination for circular fashion, the brand now offers infinite points of access to its shared closet via a fully customizable subscription to fashion, one-time rental or ownership. RTR offers designer apparel, accessories and home decor from 700+ brand partners and has built in-house proprietary technology and a one-of-a-kind reverse logistics operation. Under CEO and Co-Founder Jennifer Hyman’s leadership, RTR has been named to CNBC’s “Disruptor 50” five times in ten years, and has been placed on Fast Company’s Most Innovative Companies list multiple times, while Hyman herself has been named to the “TIME 100” most influential people in the world and as one of People magazine’s “Women Changing the World.”

As the Office Operations Manager, you will be the key to operational excellence and problem solving within our four walls, building strong relationships with all employees and external partners. You will serve as a critical people and culture ambassador, responsible for delivering exceptional in-office employee experience and serving as a model for our positive office culture. You will be an integral part of the team, performing various operational and administrative tasks to support business needs. You will have the unique opportunity to help shape the future of how we interact with our physical space. If you are excited about contributing to the continued success of Rent the Runway and are a positive, outgoing self starter, keep reading. 

What You’ll Do:

• Manage the day-to-day operational aspect of the office, including supply levels
• Communicate effectively with employees and visitors to ensure a welcoming office environment.
• Manage cleaning and security staff (daily walk-throughs, tasks, etc.) and oversee overall support schedule for building staffing
• Budget management for all OpEx line items
• Order all related F&B, consumables, supplies, cleaning items, misc.
• Organize and communicate inbound and outbound mail processes, including maintaining  mail room processes, receiving deliveries, providing package notifications, coordinating with local carriers / building management, and implementing systems that cater to business needs
• Coordinate monthly office events including catered lunches, happy hours, and cultural events 
• Lead building onboarding module for new hires
• Serve as the main point of contact for all employee building needs
• Manage internal security system and relevant access controls / security camera functions
• Establish standard operating procedures for building access including, issuances, clearance levels, and auditing processes, including integration with HRIS functionality
• Enforce protocols pertaining to health and safety plans, building and employee handbook regulations, and office practices for all individuals onsite
• Uphold rigorous standards of cleanliness and operational excellence, scheduling cleaning and conducting physical inspections of the location
• Request maintenance, and repairs as needed via Jira ticketing system. 
• Build out and manage external guest registration tools, coordinating closely with building management and internal stakeholders to deliver a high-touch experience for all visitors

Who You Are:

• You have 2+ years’ experience in an Office Manager or Administrative Assistant role 
• You communicate effectively with others; you can provide clear, concise information to key stakeholders on various teams.
• You take initiative, prioritize tasks, and work independently.
• You demonstrate flexibility, maturity and ability to juggle competing priorities.
• You maintain a calm, solutions-oriented perspective in the face of competing demands and external pressures.
• You are motivated by solving problems and starting new projects as by maintaining and optimizing existing processes and workflow.
• You naturally respect and understand the importance of confidentiality
• You bring a scrappy approach to problem solving and a can-do attitude
• You can comfortably lift 15-20 lb. items for mail room and office maintenance purposes
• You are comfortable with being on-site at our Dumbo, Brooklyn office location Tuesdays, Wednesdays, and Thursdays (and periodically on a Monday or Friday if needed)
• You are comfortable visiting our Photo Studio Location (lower Manhattan) periodically
• Bachelor’s Degree Preferred, although not required

Additional Day-to-Day Scope

SECURITY

• Act as the emergency contact for existing location alarm systems, monitoring, reporting, and escalating as necessary
• “Always-on” approach in the event of an emergency
• Coordinate with Senior Maintenance Manager to define system maintenance cadence and own contingency plans related to any system outages
• Define badge access levels and act as gatekeeper for all secure areas
• Organize and track physical keys associated with office assets
• Monitor security cameras and develop watertight request / review procedures
• Proactively communicate with the relevant employee base when it comes to: security expectations, employee responsibilities, disruptive system maintenance, access hours, etc.

SAFETY

• Partner with Senior Safety Manager to ensure compliance with local regulations, insurance criteria, and FDNY requirements
• Recruit internal fire safety team in accordance with headcount (variable # of fire marshals, etc.) and develop internal documentation to record this and any processes for broader visibility
• In partnership with the Senior Safety Manager improve all processes, documentation, and system tools pertaining to building safety and security, partnering closely with third-party security providers and internal security personnel at other locations
• In partnership with the Safety Senior Manager assist with the development of fire safety / emergency response plans and documentation in compliance with NYC Fire Code, leading employee training on a recurring basis

VENDOR MANAGEMENT

• Maintain and manage approved vendor contact lists specific to location access
• Oversee contracted cleaning staff and uphold rigorous standards of cleanliness and operational excellence -- revising SOW in line with Full Opening services and expectations
• Leverage Day / Night Porter staff for package retrieval, etc., any ad-hoc work beyond their day-to-day scope
• Engage additional vendors / refine vendor scope according to office needs and growth
• Partner with the Facilities and Legal for Contract management and RFP vetting process for maintenance and service contracts.

SPACE MANAGEMENT / BUILDING COORDINATION

• Act as point of contact and liaison for subtenant parties within our office footprint, managing security alarm system on their behalf
• Liaise with building management on all systems and processes (fire safety, freight, employee / guest access, review of rent invoices / CAM)
• Coordinate access needs with building management, including freight coordination, scheduling inspections, and communicating about events at the location
• File for any temporary permitting for events as needed
• Monitor inbound HQ phone line (routed as soft phone to personal device) / voicemail on a regular cadence -- escalating messages when necessary
• Assist with event set-up / breakdown / coordination (this could mean anything from liaising with IT, to creating guest lists, to contracting additional security personnel, to enforcing Cert. of Occupancy restrictions)
• In addition to overall mail management, roll out package notification technology by way of Envoy
• Manage inbound / outbound employee rental processes, establishing new practices and cadences in partnership with Transportation Team
• Facilitate official address change to 10 Jay Street

MAINTENANCE SUPPORT COORDINATION

• Autonomously ensure all utilities are functioning properly, including monitoring water consumption tied to the HVAC system and engaging EWR Facilities team via Jira for any issues.
• Coordinate with maintenance for space improvements (mother’s room implementation, aesthetic changes, etc.)
• Engage the maintenance team for ongoing maintenance / repairs; one-off repairs (break fix)
• Own HVAC system control (schedule, temperature, employee feedback, Wint dashboard, troubleshooting) escalate issues to Facilities team via Jira.
• In partnership with Senior Facilities Manager, assist with planning and coordinating installations and refurbishments; inspect building structures to determine need for repair; supervise facilities staff (custodians, contractors, etc.) and balance space allocation according to needs.  
• Engage approved vendors for minor repairs and maintenance of security systems, doors, windows, fire protection as needed
• Keep track of Jira ticket status and escalate as necessary