Office Services Manager
Position: Regular/Full Time/Exempt
Department: Human Resources & Administration
Reports to: Vice President for Administration
Supervises: Office Services Coordinator; Reception and Safety Coordinator
Summary: The Office Services Manager directs facility operations and a variety of office services to ensure the foundation’s office space is efficient, safe, and sustainable.
Responsibilities and Expected Outcomes:
FACILITY & OFFICE SERVICES
The following facility and office services provide a clean, comfortable, and productive facility to support the organization’s operations and mission.
- Prioritize, delegate and attend to daily staff requests for service, support and supplies.
- Provide facility-related information, notifications, and updates to staff, as needed and/or as directed by the Vice President for Administration.
- Identify, manage and evaluate formal agreements for maintenance services, including facility repairs, electrical, carpentry, plumbing, millwork, janitorial, office furnishings, signage, waste and recycling, etc.
- Manage facility technologies and equipment, such as digital space planning, web-based ticketing system, office equipment, integrated software, etc.
- Manage, in cooperation with team lead, office space construction, renovation projects and staff moves.
- Serve as liaison with building management for purposes of addressing landlord-provided services (HVAC, water, power, heat, janitorial, restrooms, passenger elevators, and common area maintenance.)
- Manage the procurement, budgeting and inventory of facility assets, equipment, and supplies; manage expenses related to capital and tenant improvement projects. Reconcile and approve invoicing.
- Prepare and monitor, in collaboration with the VP for Administration, the Administrative Services operating budget to ensure expenses are appropriately forecasted and allocated.
- Analyze (cost benefit analysis) and negotiate vendor contracts to ensure best possible pricing and service terms; develop and assess RFPs for formal recommendations.
- Initiate, build and maintain effective working partnerships with vendors to stay aware of industry trends and technologies, as well as applicable statutes and regulations.
- Provide Administrative Services team with facility technologies and equipment training to ensure consistent and appropriate use of the foundation’s investments.
- Serve as back-up to Office Services Coordinator and Reception and Safety Coordinator during absences.
SAFETY & SECURITY
To actively promote risk management and to support the preparedness of the organization, these safety and security functions ensure employees have the knowledge, training, and resources necessary to respond in an emergency.
- Maintain and update the facility’s Safety & Security Guidelines policies and procedures, ensuring compliance with OSHA and industry standards.
- Coordinate and provide oversight of regular safety and security trainings such as evacuation drills, enunciator tests, SafetySkills web-based training, onsite CPR/AED and self-defense workshops.
- Monitor and report safety and security compliance to the Vice President of Administration.
- Manage onsite safety devices and supplies (AED units, first aid kits, flash lights, etc.).
BUSINESS CONTINUITY ADMINISTRATOR
This role directly supports the organization’s preparedness to continue critical business functions during a business interruption or disaster.
- Maintain the organization’s Preparedness & Recovery Plan, ensuring current and compliant content.
- Manage the organization’s alert notification system, including roster maintenance, budget, and testing.
- Develop and sustain partnerships with disaster recovery partners.
- Serve as liaison to the Crisis Management Team and landlord.
- Serve as back-up to the Business Recovery Team Leads.
- Supervise Office Services Coordinator and Reception and Safety Coordinator positions, providing professional training, support and guidance; managing team coverage, including scheduling and oversight of PTO; monitoring and authorizing employee expenses; monitoring and evaluating performance; etc.
- Analyze and report supplier diversity expenditures, while maintaining accurate records and vendor profiles, so that data can be shared internally and externally as part of the organization’s continued efforts to expand and support a diverse supplier base.
- Maintain updated orientation materials, policies, procedures, and training materials annually to ensure content is current, compliant, and available to colleagues.
Essential Qualifications, Credentials and Technical Skills required:
- Minimum of Associate Degree in any discipline.
- Three or more years supervisory experience in an office setting.
- Five or more year’s progressively responsible experience in office management.
- General knowledge of facilities management or office space management.
- Familiarity with Cleveland’s nonprofit sector helpful.
- Proficient in Word, Excel, Outlook, PowerPoint.
- Experience with facility management technology, such as asset management tools, ticketing workflows, integrated workplace management systems, etc. a plus.
OTHER QUALITIES AND/OR SKILLS CRITICAL FOR SUCCESS
- Experience initiating and coordinating RFP processes and negotiating vendor contracts, as well as managing and evaluating vendor performance and relationships.
- Excellent grammar, spelling, proofing, and organizational skills.
- Basic financial insight; budgeting proficiency.
- Ability to occasionally lift objects up to 25 lbs. to perform job functions such as reconfiguring conference room setups, transporting equipment or supplies, and other duties as assigned.
- Ability to multi-task at a high level; flexibility.
- A responsive, service-first approach.
- In rare instances, flexibility to work outside of normal business hours.
- Capacity to work collaboratively with architects, contractors, vendors, etc.
- Critical and innovative thinking skills, decisive judgment, and the ability to work with minimal supervision.
- Proven ability to take a proactive leadership role in team efforts and promote cooperation and collaboration within team and cross-functional teams.
- Proven ability to work with employees, interdepartmental teams, and organizational leadership across the enterprise to effectively complete goals.
- Proven ability to interact effectively with a diverse group of individuals.
Starting salary for this position will be commensurate with the selected candidate’s background and experience. The foundation offers an exceptional benefits package including medical, dental, vision, life and disability coverage, a comprehensive wellness program, a fully vested 403(b) retirement plan and three weeks of vacation the first year of service, prorated based on date of hire. If you are interested in applying for this position, please send a resume and cover letter indicating salary requirements to firstname.lastname@example.org by June 30, 2019. We regret that we cannot respond personally to each applicant.
to enhance the lives of all residents of Greater Cleveland, now and for generations to come, by working together with our donors to build community endowment, address needs through grantmaking, and provide leadership on key community issues.
to use the power of philanthropy to enable Greater Cleveland to be a great and global American city. Together with our donors and partners, we will make innovative, impactful, and internationally recognized contributions to the field of philanthropy.