Office Manager

Position Description

Manage overall office functions and direct and coordinate administrative services, processes, and procedures.

Essential Duties

Key Responsibilities

• Manage vendor service-related partnerships, liaise with building and facilities managers, and oversee day-to-day facilities management (e.g., repairs, HVAC, janitorial, housekeeping services, lighting).
• Maintain service level agreements (SLA) with vendors and service technicians for related office services and equipment repairs and service.
• Engage Information Services (IS) team for office related technology support.
• Management of safety related aspects of office environment working in coordination with Business Unit (BU) Safety Manager.
• Serve as emergency contact for location and document safety performance.
• Coordinate office access for staff with Information Systems (IS) team.
• Collaborate with project lead to coordinate office relocation activities.
• Embrace company culture, values, Diversity, Equity, Inclusion (DE I) activities.
• Provide excellent customer experience and prompt responses to requests for office support, balance workloads, delegate assignments, and hold staff/direct reports accountable to commitments and deadlines.
• Supervise, review, and approve jobsite and office supply and furniture orders and authorize new users for national supplier account.
• Maintain and secure corporate credit card approvals for office and/or travel use.
• Process expense reports and reconcile monthly BU travel account.
• Provide accurate and timely management of office expenses, align to BU budgets and update BU leadership.
• Maintain staff seating and organizational charts; coordinate and execute local office moves.
• Lead and support BU initiatives for employee related work-life balance initiatives.
• Manage event coordination activities, including team meetings, negotiation of contract terms with vendors, and provide timely status to BU leadership.
• Manage records retention account (physically and digitally).
• Maintain access and data in AIA (American Institute of Architects) contract software.
• Notarize pay applications and other documents.
• Establish Standard Operating Procedures (SOP) for role and team roles.
• Explore and drive innovative ideas to improve systems, processes, and service quality.
• Receptive to team and staff recommendations for updates.
• Work with local Human Resources (HR) and Operations to determine impact to BU and to implement.
• May supervise Administrative Services (AS) staff (across multiple offices as necessary).
• Provide orientation to new staff, regular feedback, conduct performance appraisals, identify professional development training, and may serve as Development Partner.
• Understand, uphold, and support company mission, vision, strategy, and BU related initiatives; keep team members informed, and encourage adoption.
• Other activities, duties, and responsibilities as assigned.