Facilities / Office Manager

Facilities / Office Manager

Requirements

• Bachelor’s Degree in related field or equivalent work experience.
• A minimum of 7 years a corporate office with over 120 employees.
• Experience in managing office projects and small team.
• Possess strong understanding of Building Operations: Prepare and maintain service contracts, coordinate all necessary moves, minor and capital projects.
• Excellent organizational skills for coordinating all moves, space planning and layouts.
• Experience in managing a budget.
• Knowledge and working experience in archiving.
• Ability to communicate effectively with internal/external clients.
• Possess strong organizational skills, have the ability to prioritize and focus on areas of significant impact
• Possess Project Management skills.
• Ability to work in a team environment.
• Excellent working knowledge of the Google Platform tools (Sheets, docs, slides) or the equivalent with Microsoft.

Responsibilities

• Manage the operations of the assigned office and potential outdoor surroundings: office space, mailroom, kitchen, meeting and training rooms, outsourced cleaners, greeting visitors, etc.
• Supervise, mentor, training and coaching of the office staff (receptionist).
• Maintains active liaison and assists Procurement and vendors in coordinating purchases and deliverables appropriate and within budgetary guidelines and service contracts from outside service, when needed.
• Manage the H&S committee for the office assigned and ensure a safe environment for all employees.
• Oversees office supplies and equipment purchase, maintaining proper stock level and all archiving initiatives for the assigned facility.
• In collaboration with the VNA Communication department, make appropriate adjustments to the workplace to integrate Company’s branding elements in the office.
• Oversees, manages and maintains ID Badge/Access Card System/Security System.
• Manage departmental requests through the Building Management team and third party vendors.
• Oversee Conference room/Training Room Management at the Corporate Office and surrounding sites, when needed.
• Oversees audio visual, multi-functional device, and lighting systems, and diagnose/troubleshoot when needed.
• Maintain space planning and seating chart in collaboration with the Head of office and Departments leads.
• Manage capital projects and small projects related to space planning, build outs, renovations, and related moves of the assigned office space location.
• Work with procurement in RFP processes for service contracts pertaining to maintenance and/or project related items.
• Work with building property manager to ensure the office is safely and adequately maintained (e.g ensure proper functioning of HVAC, maintain a satisfactory condition of the office and make appropriate decisions / repair or replacement requests, recommend maintenance, mechanical, electrical and facility design modifications, be the emergency contact for building management).
• Develop and implement initiatives to create a sustainable office environment in order to comply with Company purpose and values.
• Participate in diverse committees related to employee engagement and activities for the assigned office including ways to collaborate with other VNA office locations.
• Responsible for preparing expense reports, monthly accrual reports, variances, operations reports, reconciliation reports, creating and maintaining the annual budget for the scope of responsibilities.
• Other responsibilities assigned by the manager.

Preferred Qualifications

• Facilities Management Administrator (FMA®) Designation a plus.