Job Description

We are looking for an Office Operations Specialist to manage and continuously improve operations for our US office, in close alignment with central, global functions based in The Netherlands (Legal, Tech, Communications, People & Culture, and Finance).

This is a hands-on, end-to-end role responsible for ensuring that all local activities, from facilities and payroll to governance and compliance are delivered efficiently, accurately, and in line with both global standards and US regulations. You will act as the key local point of contact, while proactively strengthening processes, controls, and overall operational effectiveness.

Key Responsibilities

**Office Operations & Vendor Management **

• Oversee daily office operations, ensuring a well-functioning, secure, compliant, and efficient workplace

• Manage facilities and third-party providers (e.g. catering, cleaning, security), including sourcing, contracting, and performance oversight

• Maintain office supplies, meeting spaces, and general workplace infrastructure

• Build and manage relationships with vendors, service providers, and contractors

• Support office logistics, events, and general administrative needs

**IT & Systems Coordination **

• Act as the main liaison between the local office, central IT, and external IT providers

• Ensure reliable system performance and effective user support

Finance & Controls

• Prepare payroll reconciliations each cycle and support periodic GL reconciliations with Central Finance, flagging discrepancies when needed

• Administer corporate credit cards, including onboarding/offboarding, employee support, and issue resolution

• Ensure timely collection, verification, and submission of invoices to Finance

• Support annual budgeting and monthly variance tracking in collaboration with Central Finance

• Prepare documentation and support internal and external audit processes

**Payroll, HR Administration & Benefits **

• Coordinate end-to-end payroll with external providers, ensuring compliance with local regulations and strict dual-approval controls

• Manage local HR operations such as onboarding, offboarding, and employee records

• Administer employee benefits (e.g. 401(k), insurance, transit), including renewals, reporting, and coordination with providers and central HR team.

• Ensure implementation of all changes to coverages, flexible spending and ICH plans

• Ensure accurate 401(k) contribution processing and support annual reporting (e.g. non-discrimination testing, Form 5500)

• Partner with our central HR team to support payroll data validation and employee lifecycle changes and to maintain office policies and procedures

**Compliance, Governance & Risk **

• Ensure alignment with global policies and local legal, tax, and regulatory requirements

• Support corporate governance activities, including board documentation, filings, and maintaining corporate records

• Coordinate tax filings and regulatory submissions with external advisors

• Oversee health, safety, and security compliance in collaboration with global teams

Stakeholder Management & Continuous Improvement

• Act as the key link between local operations and central functional teams

• Provide insights on local regulatory and operational developments (Finance, HR, Legal, Tax)

• Continuously identify and implement process improvements to increase efficiency, compliance, and control

Qualifications

_ Experience_

• 7+ years in a broad operations role covering office management, HR administration, payroll, finance coordination and corporate secretarial responsibilities

• Experience in international or matrix organizations is strongly preferred

Knowledge & Expertise

• Strong understanding of payroll processes, HR practices, and employee lifecycle management

• Solid understanding of accounting principles, budgeting, and financial controls

• Familiarity with US regulatory requirements across HR, finance, and office operations, with the ability to align locally while adhering to global standards

Core Skills & Competencies

• Highly organized , with the ability to manage multiple priorities and maintain operational continuity

• Strong attention to detail , with excellent record-keeping and documentation practices

• High level of integrity, discretion, and accountability when handling sensitive data

• Proactive, hands-on approach with the ability to anticipate needs, identify risks, and drive improvements

• Effective communicator with strong stakeholder management skills across functions and geographies

• Sound judgment and decision-making skills , combined with adaptability in a changing environment

• Comfortable working with systems and coordinating across technical and non-technical teams

• Curious and solutions-oriented , with a genuine interest in supporting the mission of Porticus, the philanthropy we support.

Additional Information

_ What We Offer_

Of course, it is a two-way street, which means that we offer not only a competitive salary, but we believe in a healthy work-life balance. This is what you can expect from us:

• Salary ranging from $66,000 to $90,000 gross per year based on full-time availability of 40 hours per week (final offer depending on experience and skills). For your 401(k) plan, we match up to 6% (Safe Habor Match) and an addition 4% (Profit Sharing).

• 25 days of annual leave

• 8 days of sick leave and group health insurance offered to the employee, their partner, and any qualified dependents, including dental and vision.

• Take advantage of our Flexible Working Guidelines and work up to 10 days per year from abroad , anywhere in the world.

• 4 volunteering days per year.

• A yearly Personal Learning Budget to use, with manager approval, on upskilling courses, lessons, books, or other activities that support your growth.

• This is an in‑person role based in New York. While our organization operates on a hybrid model, the responsibilities of this position require the role holder to be present in the office at least Monday through Thursday each week. Flexibility may be available on Fridays, depending on operational needs.

If you wish to apply , please submit your CV and motivation letter in English (in PDF format). Applications will be considered on a rolling basis, therefore we encourage you to apply as soon as possible. We may close the vacancy early should we receive a sufficient number of applications.

Reference checks are part of the final hiring procedure.

DIVERSITY, EQUITY AND INCLUSION

We stand for equal opportunities and are committed to recruiting and retaining a diverse team in an equitable and inclusive environment. We strongly encourage applications of people with lived experience, as well as from candidates coming from any minority or underrepresented groups.