Job Description

Role: Workspace & Facilities Manager

Location: - Worcester Office

Reporting to: - Global Workspace Leader

Job Summary:

The Office Manager will be responsible for ensuring the smooth operation of the office, managing administrative duties, supporting staff, and maintaining office systems. The ideal candidate will be highly organized, proactive, and capable of managing multiple tasks simultaneously. They will play a critical role in maintaining a positive work environment and ensuring the office runs efficiently, including planning and coordinating events.

Key Responsibilities:

Office Operations:

• Oversee daily office operations, including office supplies, equipment maintenance, and cleanliness.
• Manage relationships with vendors, service providers, and building management.
• Coordinate repairs and maintenance of office facilities.
• Provide support in setting up new facilities

Administrative Support:

• Attending to travel arrangement including air tickets/hotels and preparing reports.
• Manage office budgets and expenditures, including tracking expenses and processing invoices.
• Handle incoming and outgoing correspondence, including mail and packages.

Event Management:

• Plan and coordinate office events, including team-building activities, corporate meetings, holiday parties, and other special events.
• Manage event logistics, such as venue selection, catering, AV equipment, and transportation.

Human Resources Support:

• Assist with onboarding new employees, including workspace setup, and orientation.
• Manage office access and security, including keycards, visitor management, and emergency procedures.

Compliance and Safety:

• Ensure compliance with health, safety, and environmental policies.
• Maintain office policies and procedures, and ensure they are communicated and followed by staff.
• Act as the point of contact for emergency protocols and disaster recovery plans.

• Communication and Coordination:
• Serve as the primary point of contact for office-related inquiries and issues.
• Coordinate with IT to ensure office technology is up-to-date and functioning properly.
• Support remote teams and ensure they are integrated into office communications and culture.

Qualifications:

• Bachelor’s degree in business administration, Management, or a related field preferred.
• 8-10 years of experience in office management or administrative roles, including event management.
• Excellent organizational and time-management skills.
• Strong interpersonal and communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to handle sensitive information with confidentiality.
• Problem-solving skills and ability to work under pressure.
• Knowledge of office management responsibilities, systems, and procedures.
• Experience with budget management and financial record-keeping.

Preferred Skills:

• Experience in managing a corporate office environment.
• Strong event planning and coordination skills, with a track record of successful event execution.
• Familiarity with office safety protocols and procedures.
• Experience in HR functions such as onboarding and employee engagement.
• Ability to manage projects and lead initiatives independently.

Working Conditions:

• Primarily office-based with occasional travel for meetings, events, or vendor management.
• Standard business hours, with occasional need for flexibility.

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