Senior Office Manager (Temp 8 Months)

Introduction

We are currently hiring for an Senior Office Manager. You will report to the Workplace Experience Manager and will be responsible for all operational matters, overseeing the day-to day workplace services and facility operations for our office. You will have direct oversight and responsibility for all workplace operations including workplace preventative maintenance programs, emergency response, guest services, office operations (including snack & beverage programs), events, and miscellaneous real estate and facilities projects. This position requires a high level of customer service, collaboration, self-motivation, and transparency.

Job Responsibilities

•    All things workplace and facilities: HVAC, janitorial, carpet cleaning, lighting, utilities, and general maintenance.
•    Security: Partner with building management on physical security protocols and policies; landlord badge access control.
•    Emergency Response: Participate and assist with training and real-life incidents; health & safety.
•    Primary oversight and responsibility of our snack/beverage programs; overseeing the budget, driving vendor improvement, and ensuring SLA requirements are met
•    Carry out onboarding/offboarding workplace procedures. Ensure we’re providing the best customer experience for clients, guests, employees, prospective candidates, and new hires.
•    Communicate with business unit leaders regarding office policy, procedures, and events.
•    Gain the necessary office knowledge to become the “go-to” source for information.
•    Main point of contact for all building management related activities, communications, and deliverables.
•    Partner with location champions and various social committee with planning, coordinating and execution of companywide trainings, meetings, and events (end-of-year holiday parties, on-site activities etc)
•    Collaborate with staff, and project manage other miscellaneous workplace initiatives.
•    Support Workplace Experience Manager on projects, as needed.
•    Provide cover for other office workplace team members during periods of absences or leaves
•    Receive, track and prioritize workplace requests from employees (Jira)
•    Contribute to and build on existing facilities processes & procedures
•    Could manage additional remote offices if required by the Workplace Experience Manager
•    Participate in office moves, adds and changes, taking primary reponsibility for project management including timing, coordination and communications.
•    Work as a member of the team negotiating the office contract renewal
•    Work as a member of the team planning, searching, selection and negotiating for new real estate
•    Work with the Global REWO team to ensure that REWO support is provided in all locations 
•    Assist with all aspects of the Global REWO team systems/ vendors/contacts - Jira, eden, WeWork, IWG
•    Be knowledgable regarding the Global REWO team & be able to assit the Workplace Experience Manager with adhok Global tasks when required
•    Keep the Global REWO files upto dats with their office's information, as well as any offices that the Senior Office Manager supports remotely
•    Could work independently with minimum supervision from the Workplace Experience Manager

Knowledge and Experience

•    Fluent in English
•    2 years experience as an office and/or facilities coordinator
•    You operate seamlessly in a fast paced, ever-changing environment. Emotional maturity; must possess the ability to switch priorities when needed and maintain grace under pressure
•    Self-starter, proactive; works with a sense of urgency,
•    Handles self with minimal supervision and always looking for process improvements
•    Ability to plan and organize work while managing time with efficiency
•    Ability to establish and maintain cooperative working relationships with all levels of the business
•    Excellent interpersonal communication skills
•    Customer service experience preferred
•    You have a positive, get-stuff-done attitude; people can rely on you.
•    Ability to present facts and recommendations effectively in oral and written form
•    Showing high levels of responsibility, initiative and creativity
•    Ability to adapt and influence company culture

Competencies