Administrative Assistant / Office Manager

Administration and Operations Office Management

Therapeutic Alliance Suites – New York City

About Us

Therapeutic Alliance Suites provides beautifully designed, fully furnished therapy offices for mental health professionals throughout New York City. We pride ourselves on creating an exceptional experience for both our members and their clients through outstanding service, beautiful spaces, and seamless operations.

Position Summary

We are seeking an organized, proactive, and customer-focused Operations & Community Manager to oversee the day-to-day operations of our office suite locations. This role combines facilities management, member relations, leasing support, vendor coordination, and administrative operations to ensure every office runs smoothly.

Position Details

Salary: $65,000–$75,000 annually, plus performance-based bonus

Schedule: Full-time, primarily in-office, with flexibility to work from home when appropriate

Location: Midtown Manhattan – 185 Madison Avenue

Reports To: Co-Founders

Responsibilities

Office Operations

• Oversee the daily operations of multiple office locations
• Ensure offices are clean, stocked, and professionally maintained
• Conduct regular inspections and identify maintenance needs
• Coordinate repairs and communicate with vendors and contractors
• Manage office supplies, furniture, and inventory

Member Experience

• Serve as the primary point of contact for office members
• Respond promptly to questions and resolve issues
• Welcome new members and coordinate move-ins
• Conduct office tours for prospective tenants
• Build strong relationships with members and create a positive community

Leasing & Sales Support

• Respond to inquiries from prospective renters
• Schedule and conduct office tours
• Follow up with leads and assist in converting inquiries into rentals
• Prepare lease documents and onboarding materials

Administrative & Financial

• Track occupancy and office availability
• Coordinate billing and member renewals
• Maintain accurate records and CRM
• Assist with vendor invoices and operational budgets

Facilities Management

• Coordinate cleaning schedules
• Oversee building access and security
• Manage key and access systems
• Ensure all offices meet company standards

Qualifications

• 3+ years in operations, office management, hospitality, coworking, or property management
• Outstanding organizational and communication skills
• Strong problem-solving abilities
• Excellent customer service mindset
• Comfortable multitasking and working independently
• Experience with Google Workspace, Microsoft Office, and CRM/property management software
• Ability to occasionally travel between NYC office locations

Preferred Experience

• Coworking spaces (e.g., WeWork)
• Commercial real estate
• Executive office suites
• Hospitality or luxury customer service
• Property management

Growth Opportunity

We are looking for someone who is excited to grow alongside our company. This is a long-term opportunity for a career-minded individual who is eager to take on increasing responsibility, contribute to a fast-growing business, and become a key member of our team. We value initiative, ownership, and a genuine desire to build something meaningful together.

Ideal Candidate

You are someone who notices the little details, takes initiative, enjoys interacting with people, and thrives in a fast-paced environment. You are equally comfortable solving operational issues, welcoming new members, and ensuring every office looks impeccable.

The candidate should appreciate working with mental health professionals and creating a calm, welcoming environment that reflects the needs of therapists and their clients.

Work Location: In person

Pay: $60,000.00 - $75,000.00 per year

Work Location: In person