Facilities/Office Manager - Create a Welcoming and Productive Workspace
We are seeking a highly motivated and experienced Facilities/Office Manager to oversee the day-to-day operations, maintenance, and coordination of all our facilities. This includes office spaces, shared collaboration locations, and parent company co-locations. You will play a critical role in ensuring a safe, functional, and welcoming environment for our employees across all locations. If you are a proactive problem solver with a positive attitude, excellent communication skills, and a strong commitment to providing exceptional service, we encourage you to apply!
What You'll Do:
- Space Management & Planning:
- Oversee space allocation and utilization across all office locations.
- Collaborate with department heads, HR, and IT to determine seating arrangements and workspace needs.
- Manage office moves, expansions, and reconfigurations, coordinating logistics and minimizing disruption.
- Scout and recommend potential new office spaces, negotiate lease agreements and amendments, and manage lease-related expenses.
- Stay informed about industry best practices and implement innovative solutions to optimize workspace design and functionality.
- Management & Maintenance:
- Act as the primary point of contact for landlords and property management companies for all building-related matters, including emergencies.
- Manage and maintain accurate records for building emergencies, incident reports, and other communications with building management.
- Supervise and coordinate all aspects of building maintenance, including cleaning, repairs, and renovations.
- Develop and implement preventative maintenance schedules for building systems and equipment.
- Conduct regular inspections of office spaces to ensure cleanliness, safety, and adherence to company standards.
- Manage relationships with vendors and contractors, negotiating contracts and ensuring quality service delivery.
- Manage and track facilities budgets, ensuring cost-effectiveness and adherence to financial guidelines.
- Inventory and Asset Management:
- Analyze and negotiate new and existing vendor contracts.
- Negotiate the purchase of office supplies, furniture, and equipment.
- Coordinate with IT and Accounting to ensure all assets related to equipment and furniture are properly tracked.
- Monitor and maintain office supplies inventory for all locations.
- Technology Management:
- Select, manage, and track telecommunications equipment, including mobile devices, in coordination with the IT department.
- Execute staff training programs to ensure the smooth use of all office equipment and technologies.
- Manage security and access protocols for network files and internal systems.
- Maintain or recommend appropriate technology for facilities in collaboration with IT.
- Safety & Security:
- Manage building and suite access in collaboration with IT.
- Maintain ongoing tracking reports of access cards and keys.
- Ensure a safe and secure working environment.
- Policies & Procedures:
- Ensure office policies and procedures are being adhered to.
- Analyze and monitor internal processes.
- Implement procedural and policy changes to improve operational efficiency.
- Handle customer inquiries and complaints.
- Manage internal staff relations.
- Assess, recommend, and manage alternative work environments (e.g., work-from-home options).
- Maintain and adjust to changing work environment policies or best practices, including employee accommodations.
- Reception & Administration:
- Manage the reception area and office administration staff at all locations to ensure effective telephone, visitor greeting, and mail communications.
- Establish, maintain, and implement annual operating/facilities budgets for telephone, postage, office supplies, and equipment.
What You'll Bring:
- Bachelor's degree or equivalent experience.
- At least five (5) years of previous experience in office/facilities management or a related field.
- 3-5 years of experience supervising staff.
- Working knowledge of mail processes, including postage machines, FedEx, and UPS.
- Computer literacy, specifically MS Word for Windows.
- Strong understanding of building systems, including HVAC, electrical, plumbing, and security.
- Proficient in using Computerized Maintenance Management Systems (CMMS) and other relevant software.
- Excellent project management skills, with the ability to manage multiple projects simultaneously and meet deadlines.
- Exceptional communication and interpersonal skills, with the ability to build strong relationships with stakeholders at all levels.
- Proactive problem-solver with a positive attitude and a strong customer service orientation.
- Ability to work independently and as part of a team in a fast-paced environment.
Additional Information:
- This is a full-time, on-site position.
- Occasional travel between office locations is required.
- Ability to work flexible hours, including outside of normal business hours, as needed.
- Ability to lift and carry objects, as needed to complete assigned responsibilities (up to 15-20 pounds).
