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Job Summary

Highly organized, proactive, and detail-oriented professional responsible for managing daily office and facility operations. This role ensures a safe, efficient, and well-maintained workplace by coordinating maintenance, vendor services, and employee-facing support activities, including visitor management and onboarding.

Key Responsibilities

Facility Operations

• Manage general office maintenance, including coordinating repairs and addressing facility and equipment-related issues (e.g., multifunction devices, office supplies, water fountains, coffee machines)

• Maintain accurate records of maintenance activities, vendor contracts, and compliance documentation

• Conduct regular facility inspections to identify maintenance needs and potential safety hazards

• Maintain preventive maintenance schedules for office equipment and systems, ensuring timely completion

• Coordinate with vendors for janitorial, pest control, waste removal, and other facility services

• Serve as the primary office contact for vendor services (e.g., utilities, coffee service, vending, logistics, office supplies, mail distribution, and document shredding), ensuring cost-effective solutions and recommending alternatives as appropriate

• Support space planning initiatives, including coordinating office moves, furniture arrangements, and equipment setup

• Maintain up-to-date seating charts and floor plans; monitor space utilization and provide updates to Corporate Services and site leadership

• Coordinate procurement, installation, and maintenance of furniture and systems in accordance with company standards

• Manage inventory of office consumables (e.g., shipping and stationery supplies, pantry items), ensuring appropriate stock levels

• Oversee selection, placement, and maintenance of interior plants

• Manage incoming and outgoing mail processes and coordinate distribution services efficiently

Workplace Experience & Reception

• Serve as the primary reception contact, including greeting visitors, supporting meetings, and directing inquiries to appropriate personnel

• Support employee engagementactivities, including coordinating onsite events, initiatives, and programs that enhance workplace experience and foster a positive office culture

• Partner with the Employee Onboarding team to welcome new hires and provide office tours, ensuring a positive onboarding experience

Safety, Security & Business Continuity

• Administer badge access systems in accordance with security protocols

• Support the development and maintenance of the Business Continuity Plan, Emergency Response Plan, and Facility Manual

• Communicate building updates and safety notifications to employees as directed by Corporate Services

• Serve as the site lead for evacuations and life safety procedures, ensuring compliance with local requirements

• Ensure compliance with applicable local, state, and federal regulations related to workplace safety, accessibility, and facility operations (e.g., OSHA standards, fire/life safety codes, ADA requirements)

• Support internal and external audits, inspections, and compliance reviews by maintaining documentation and coordinating corrective actions as needed

Vendor & Financial Management

• Manage processing of facility-related invoices and purchase requisitions

• Support budget tracking and assist with preparation of the site-level Corporate Services budget as needed

Energy Management & Sustainability

• Monitor energy usage and support sustainability initiatives to promote efficient resource utilization within the office

Records & Administrative Support

• Support Records Governance (RIG) initiatives, including coordinating records storage, return, and secure disposal

• Act as a liaison between the business and third-party records management vendors

• Maintain and update office location pages on SharePoint, ensuring accuracy of site-related information

• Serve as a point of contact for landlord relations, addressing facility-related concerns as needed

• Perform other duties as assigned; minimal travel may be required (up to 25%)

Qualifications

• High school diploma or equivalent combination of education and experience

• Experience supporting office or facility operations preferred

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Outlook)

• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines

• Effective verbal, written, and interpersonal communication skills

• Ability to work effectively with all levels of the organization

• Familiarity with facility operations, safety standards, or regulatory requirements preferred

Disclaimer

• The responsibilities listed in this job description are not exhaustive. The Company reserves the right to assign additional duties and responsibilities as needed without prior notice.

• Equivalent experience, skills, and/or education will be considered in lieu of stated qualifications.