Under general supervision of Global Facilities, the Office Manager will perform a wide range of office and administrative support activities to ensure smooth operation of the office. Assignments will include routine and non-routine responsibilities requiring originality, ingenuity and ability to communicate and handle multiple projects at one time. Exercises some discretion and independent judgment, is capable of analyzing requests and managing multiple priorities, taking initiative in following up with management to complete tasks in an efficient manner. Overtime may be required to meet deadlines.
Office Support: Promptly and efficiently respond to service requests, coordinate and assist in office move planning and execution, coordinate service and maintenance with vendors and complete other duties as assigned to include, but not limited to:
Coordinate and assist management in all related facility and office services by implementing office policies and procedures, identifying and anticipating needs and issues within organizations and proactively initiate or facilitate solutions.
Oversee and manage the coordination of space allocation, layout, assist management with facility expansion, space planning and construction renovation efforts, update floor plans, janitorial services, as well as maintain construction, renovation and base building drawings and contracts.
Assist in planning, budgeting and scheduling facility modifications, procurement, maintenance and repairs including estimates on equipment, labor, materials, vendor services and other related costs.
Work closely with IT for facilities and employees needs and requirements.
Work closely with HQ Facility Management to establish and maintain facilities/office standards and procedures, vendor services and accounts to ensure within corporate guidelines, values and culture.
Assist, administer, maintain and coordinate key management system, furniture, equipment, supplies, security card system to include auditing and reporting.
Perform periodic preventative maintenance inspections, ultimately providing for a safe, clean and pleasant office work environment by scheduling and working closely with management, outside vendors and services to meet the requirements of the business functions and organizations for the campus. Respond to building safety and security concerns and deficiencies.
Conduct periodic walk through inspections of facilities and report discrepancies and building inefficiencies; i.e., carpet cleaning/repairs; safety issues to management and take action and responsibility where required.
Coordinate, manage and monitor work service tickets with vendors and property management.
Order and maintain sufficient office and kitchen supplies.
Manage food services program providing a variety of lunch options for employees. Collect on-going feedback on services and ensure employee feedback is taken into account. Assist with planning and implementation for events onsite.
Prepare and generate purchase requisitions and receipt of goods.
Anticipate and/or identify needs and issues within organizations and proactively initiate or facilitate solutions.
Demonstrate a broad company knowledge which includes learning and understanding corporate policies and procedures, organizational structure.
Maintain standards for office cleanliness and organization. Conference rooms,
BA degree or equivalent with +4 years experience working as an office manager and/or administrative assistant
General knowledge of office management and administrative procedure.
Knowledge of customer service principles and practices.
Strong communication skills and professional personal presentation.
Ability to be key in relating information to employees and guests.
High attention to detail.
Ability to take initiative.
Ability lift 30 pounds unassisted.