Office Manager - JFK Airport, Terminal 1

This role serves as the central point of coordination for service contracts, vendor onboarding and renewals, and finance processes including accounts payable, receivable, and month-end accounting support. It also facilitates effective tenant communication and site logistics, overseeing everything from sales data collection to access control and vendor coordination.

Reporting to the General Manager and collaborating closely with the Operations and Marketing Teams, this full-time role is pivotal in managing comprehensive site-level administration across URW’s field offices at New Terminal One and Terminal 8 at John F. Kennedy International Airport. The Office Manager drives the seamless execution of contract and vendor management, finance administration, tenant support, and office operations, ensuring all activities align with company policies and compliance standards.

• Supports month-end accounting: prepares accruals and documentation, assists with forecasting and reconciliation, uploads and verifies P-card receipts, and maintains audit-ready reports, including Holdover, Manual Bill, Rental Summary, Sales Kick-Out, Rent Roll, and Lease Abstracts.
• Drafts and issues service contracts and work orders in partnership with Operations and Marketing leads.
• Prepares and issues Tenant Operational Defaults in accordance with lease terms.
• Acts as the primary point of contact for staff parking coordination and related administrative tasks.
• Manages access control logistics: processes gate passes, provides onsite escorting as needed, and serves as an Authorized Signatory with an active role in the airport badging process.
• Supports the RFP/bidding process and manages related compliance tasks, including Know Your Partner and GAN checks.
• Oversees tenant security deposits: reviews lease terms and account balances, prepares required documentation, and submits to AP for processing.
• Processes daily site administration: handles incoming/outgoing mail, including Certificates of Insurance, invoices, checks, and other correspondence.
• Oversees the organization and upkeep of two physical office locations, ensuring each space is well-maintained, properly equipped, and supports a productive and professional environment.
• Manages daily office logistics: books meeting rooms, coordinates catering and meals, and oversees supply ordering and inventory management.
• Owns all contract administration and ensures compliance with the Contract Policy and Finance Authorization Matrix for all planned onsite work.
• Handles Accounts Receivable (AR) for Terminal-specific manual billing (e.g., violations, construction), logs incoming checks, and arranges secure mailing to the lockbox.
• Handles confidential information with discretion.
• Maintains a centralized Contract Log and digital archive of all active contracts, amendments, expirations, and insurance documents.
• Manages tenant communications and data: collects and uploads tenant sales data, issues Open/Closed/What's Happening notices, maintains the Storage Log, and uploads executed storage leases.
• Manages the Vendor Maintenance process, including onboarding new vendors and processing contract renewals.
• Coordinates vendor and tenant activity onsite: approves after-hours work permits, verifies insurance and scope of work, and ensures compliance with operations protocols.
• Manages all Terminal-specific Accounts Payable (AP) activities: opens POs for contracted work; collects, uploads, and codes invoices; matches invoices to completed work with supporting documentation; and troubleshoots and resolves issues using the company’s AP software.
• Coordinates vendor access, insurance verification, and required permissions from the Terminal Operator and/or Port Authority.
• Performs other duties as assigned, providing flexible administrative support across departments as needed.
• Oversees Minor Works Applications (MWA) and Port Authority submissions, including tracking and documentation.
• Supports staff engagement and training: participates in weekly staff meetings, tenant meetings, onsite customer service training sessions, and required corporate training programs.

With responsibility for organizing and maintaining two physical office locations, the Office Manager supports both internal teams and external stakeholders—delivering an exceptional service experience for guests, retail partners, contractors, and cross-functional colleagues alike. Success in this role requires strong organizational skills, adaptability, and a proactive approach to managing complex workflows in a dynamic airport environment.

• Excellent communication, both written and verbal.
• Bachelor’s degree or equivalent experience.
• Maintains composure under pressure and in sensitive situations.
• Experience with finance administration: POs, invoices, accruals, budgeting.
• Adaptable to changing priorities and deadlines.
• Exceptional customer service and interpersonal abilities.
• 2–3 years in administrative roles within cross-functional teams.
• Airport-specific experience and client management skills are a plus.
• Proficient in Microsoft Office suite.
• Comfortable interpreting legal agreements and ensuring policy compliance.
• Strong organizational and process management skills.

$81,000 – $120,000 per year + Discretionary Annual Bonus

Do you want to help revolutionize a major industry? At Unibail-Rodamco-Westfield (URW), you’ll have the opportunity to impact the future of airports by developing innovative and engaging places that reinvent being together. Come join a team that builds excitement about working at URW. You’ll get to work with leaders who are passionate about tackling changing consumer behavior with innovative experiences. All this bold vision means the company culture embraces evolution and change.

Unibail-Rodamco-Westfield (URW) is driven by an entrepreneurial foundation of talented and ambitious employees who embrace change, strive for innovation, and know when to venture into uncharted terrain. Teams within URW are collaborative and thrive by working together to seize opportunity and solve challenges. Employees receive mentorship and guidance while being empowered to drive their initiatives, embracing their individuality and unique backgrounds. URW‘s flagship destinations are interwoven into the community fabric, and we give employees the power to be impactful in their work and lead meaningful change in our communities through volunteering, DE&I programming and leading ESG efforts. URW is an innovator and trend setter in experiential entertainment and is making bold moves to be a brand that creates inspiring consumer experiences in-person and digitally. Breaking beyond conventional beliefs, URW is surprising and delighting customers by reinventing being together and creating memorable moments.