The Office Manager is responsible for supporting the Global Facilities Director with day to day operations of our London office, as well as remote support for our team in Belfast. This position includes assisting in services to operate and maintain the properties, including facility maintenance, financial management, sustainability processes and managing third party providers such as janitorial and food services. Partnering with the global facilities and office management team to ensure all offices meet branding, staff satisfaction, sustainability, safety, efficiency, and cleanliness standards.
What you'll be doing:
- Customer-oriented with strong customer service skills.
- Provides support services for facilities, property manager communications, work order triaging, security, safety, office services, general procurement, and vendor management.
- Ensures the facility is operated and maintained as a safe, professional environment.
- Catalogs existing COIs, monitors expiration dates and works with the legal department to obtain new COIs when needed.
- Owns space planning for London and global offices. Works with Bazaarvoice space captains and department heads to ensure furniture requests and quoted, ordered, and received in a timely manner. Seeks department head approval for all moves and ensures they are conducted in an efficient and timely manner.
- Works closely with contractors, architects and engineers on facility-related projects and monitors vendor performance.
- Manages third-party facilities related vendors.
- Own, implement and train staff on newly acquired space and lease management software.
- Prepares and maintains building quality checklists. Sets up schedules for mini split HVAC units in Bazaarvoice IDF rooms, with the intent of achieving critical redundancy. Ensures HVAC redundancy is operational for Bazaarvoice’s London / Belfast IDF rooms
- Owns and implements global sustainability processes and energy consumption tracking. Collaborates with People and Talent on Bazaarvoice’s Corporate Social Responsibility policy.
- Contact landlords and property managers with lease and Opex cost related questions from Bazaarvoice’s finance team.
- Ability to successfully work as part of a team and manage multiple projects simultaneously.
- Detail-oriented with strong organizational skills.
- A self-proactive started is a must for this position.
Who you are:
- Prior experience working in a corporate office atmosphere is a must.
- Knowledge of facilities operations, office services, and project management.
- Experience working with outsourced service providers and contractors.
- General knowledge of repair and preventative maintenance of HVAC equipment and electrical systems within the commercial building setting.
- Space planning and interoffice moves.
- Strong communication skills and ability to be self-motivated.
- Proven ability to multi-task and provide constant evaluation of, and flexible response to, rapidly shifting business priorities and project deadlines.
- Prior experience with cost saving driven processes and financial summaries.
- Detail-oriented with strong organizational skills.
- Strong writing skills and ability to communicate efficiently with staff and vendors.
- Demonstrate ability to think critically and problem solve.
- Proficiency in Microsoft Office Suite with a focus on Excel.
- 4-5 years of relevant facilities work experience in a corporate office environment.
- Supervisory experience is a plus.
- Some travel will be required.
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