Associate Office And Facilities Manager (Office Manager)

Office Services - Associate Office and Facilities Manager Job Description Job Title: Associate Office & Facilities Manager Reports to: Director of Facilities, Safety & Compliance Training Department: Workplace Services, HR Exempt: ☒Non-Exempt: ☐ Date: January 9, 2025 Job Summary: The Associate Office & Facilities Manager is a dynamic and multifaceted role dedicated to supporting operations at our on-site location through workplace management, facilities oversight, and IT responsibilities. In this position, you will play a pivotal role in creating an exceptional on-site experience for employees and guests by fostering a welcoming culture and delivering support with the utmost professionalism and discretion. Key responsibilities include overseeing the local IT infrastructure, implementing and maintaining tailored solutions to meet site-specific needs, and providing dedicated IT support to the Executive Leadership Team. You will also collaborate with Human Resources, handling sensitive and confidential information with the highest level of integrity. This on-site position is essential to ensuring smooth operations, a seamless IT experience, and a positive, efficient workplace environment for all. Responsibilities (Specific tasks, duties, essential functions of the job) Make a great first impression for the organization by greeting visitors, answering or referring inquires, and directing them appropriately. Ensure associates and visitors feel both welcome and supported. Partner closely with HR, Legal, Compliance, Quality Assurance to provide on-site support for licensing, accreditation, and audits. Provide on-site user support for hardware and software including maintenance of workstations and related peripherals as well as to assist with configuration and support of IT systems. Work directly with vendor technical support to resolve hardware and software issues. Provide dedicated IT Support for the Executive Leadership Team, on-site and remotely. Provide on-site support to Human Resources, including handling sensitive and confidential information. Support on-site onboarding process by preparing materials, room setup, etc. Coordinate and distribute mail;including ensuring daily mail delivery/pick-up is completed, sort incoming mail/parcels. Maintain printers/copiers and toner supply. Maintain the building security badge system, issuing/deactivating/logging employee and visitor badge assignments. Coordinate catering for onsite meetings and actively participate in the planning and execution of special company events. Assist in space planning, office supply needs, and other activities, with Workplace Services Manager and respective departments, and/or Landlords as needed. Perform handyman tasks and physical hands-on work including minor repairs, installations, hanging pictures, and moving furniture and equipment. Support the Workplace Services Manager with administrative duties, budget tracking, and expense reports. Responsible for general office operations, including lobby and conference rooms, ensuring all areas are monitored and maintained for cleanliness and a professional appearance. Lead all day-to-day purchasing of breakroom supplies, office supplies, snacks, and other necessities for the office. Liaise with internal staff at all levels. Serve as primary contact for local service providers for facilities maintenance requests. Key Safety Committee Member, including leading necessary safety drills. Coordinate safety committee at facility, including maintaining documentation of safety committee activities, ensuring compliance to safety standards. Maintain regular and punctual attendance. Comply with all company policies and procedures. Assist with any other duties as assigned. Knowledge, Skills, and Abilities Excellent oral and written communication skills;ability to communicate effectively with all levels of an organization including management. Ability to deliver excellent customer service. Experience with support of enterprise IT infrastructure technologies and business systems such as Oracle EBusiness Suite, Salesforce.Com, Microsoft Office 365 or similar systems. Ability to maintain confidentiality and exercise extreme discretion. Capability of operating various office equipment including telephones, scanners and mail processing machines. Flexibility in handling multiple projects simultaneously and accommodate shifting business priorities. Exercise good judgment, common sense, and discretion, providing careful attention to detail. Independently perform administrative assignments with a high degree of accuracy and under minimal supervision. Knowledge of standard office administrative practices and procedures Excellent planning, and organizational skills. Self-motivated and takes initiative. Attention to detail. Willingness to travel (up to 10%) Qualifications (Experience and Education) Operates at a task + project level for select projects which are specifically assigned to them. Able to execute tasks and project level work independently. o Demonstrates a high level of confidentiality. Some supervision required. High School education or equivalent, required. Minimum of 2 years of administrative experience, required. Current/active driver’s license with clean DMV record and evidence of auto insurance, preferred. Basic knowledge/proficiency in Microsoft Office, required. Physically able to lift up to 30lbs A combination of training, education and experience that is equivalent to the qualifications listed above and that provides the required knowledge, skills, and abilities. Disclaimer The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.