Office Manager

Pontera is a fintech company on a mission to help people retire better. Our software platform enables retirement savers to get the help they need managing their 401(k) and other retirement plan accounts as part of a personalized strategy by their trusted financial advisor.

Pontera is used by financial advisors across the nation- from SMB to Fortune 500 RIA firms, independent broker-dealers, plan custodians, and plan advisors.

Backed by leading venture capital firms including ICONIQ Growth and Lightspeed Venture Partners, Pontera is built by talented individuals who share a dedication to helping people retire with greater security.

Our team is fast-growing and driven to become one of the largest fintech companies in the world. Our culture is built on a people-first principle: in a complex and numbers-driven industry, we never lose sight of the people we serve and work alongside. That's where you come in.

DESCRIPTION

As the Office Manager at Pontera, you will be the linchpin of our office operations, playing a crucial role in creating and maintaining a productive and positive work environment. You will oversee the day-to-day administrative activities, ensuring our office runs smoothly and efficiently. Your responsibilities will include managing office facilities, coordinating with various departments and external vendors, and supporting team coordination and event planning. This role requires a proactive, organized individual with a knack for multitasking and a keen eye for detail. You will be essential in fostering a welcoming and dynamic office culture, directly contributing to our team's overall success and satisfaction.

RESPONSIBILITIES

• Oversee the maintenance and operation of office facilities and equipment, ensuring a safe and efficient work environment.

• Provide administrative support to various departments, including managing mail/deliveries, coordinating meetings, and handling correspondence.

• Manage relationships with vendors, service providers, and landlords, including negotiating contracts and ensuring quality services.

• Oversee office budget, including tracking expenses and optimizing costs where possible.

• Manage company swag including both inventory and purchases.

• Be the first point of contact for visitors and provide support as needed

• Manage office supplies and kitchen inventory including ordering snacks and catering for meetings/events.

• Organize and coordinate monthly company events, regular team-building activities, and periodic team onsites/offsites.

• Assist in scheduling and coordinating meetings, both internal and external.

• Assist with HR tasks such as onboarding new employees and maintaining employee records.

• Implement and maintain office policies and procedures, ensuring compliance with legal and safety standards.

• Coordinate with the IT department for the maintenance and upgrade of office technology to meet organizational needs.

• Be the point of contact for an office move - as we expand we'll be moving into a new office space and being the go-to person for any temporary spaces and getting the new space up and running is important.

REQUIREMENTS

• Proven experience as an Office Manager or Administrative Assistant.

• Excellent written and verbal communication skills.

• Strong organizational and planning skills in a fast-paced environment.

• Strong problem-solving skills and the ability to think critically.

• Basic understanding of financial and budgeting processes.

• High attention to detail and excellent time management skills.

• Strong sense of ownership and responsibility.

• Ability to handle multiple tasks and adapt to changing priorities.

• Ability to thrive in a fast-paced and dynamic work environment.

• Bachelor's degree in Business Administration, Management, or a related field.

WHAT WE OFFER

• Compensation: $75,000 to $85,000 annually

• Opportunity: Have a major impact at a fast-growing startup that is revolutionizing the FinTech industry

• Team Culture: A collegial, collaborative, fun work environment with frequent team events

• Equity: All new hires are eligible for equity grant participation

• Healthcare: Comprehensive & affordable insurance benefits with a variety of plan options

• Retirement: 401(k) with employer match & employer-sponsored access to a retirement advisor

• Family Benefits: Paid parental leave & reimbursement program for family planning services (such as fertility treatments, adoption, or surrogacy

• Professional Development: Sponsored learning & development program (to cover classes, certifications, and more!)

• Food Perks: Fully stocked kitchen & lunch reimbursement program

• Work Flexibility: A hybrid office work model (In-Office Tues/Weds/Thurs and WFH Mon/Fri) & generous PTO days

Pontera is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.