Job description
The Office Services Manager is responsible for overseeing all day-to-day general office needs for multiple offices across the United States. This person will also step in for the Real Estate Director in their absence. Daily onsite office presence required, Monday-Friday.
Key Accountabilities:
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Manage day-to-day office administration and mailroom staff at specified office locations within portfolio.
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Ensure all staff has a customer first approach.
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Coordinate and handle activities related to office openings, facility planning/space allocation, moving and closing offices as necessary.
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Central point of contact to ensure that all space planning layouts are up to date.
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Ensure Day 1 checklists are in place at each location.
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Manage company phone operator and fax operations to ensure proper daily staff coverage.
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Oversee mailroom(s) operations. Ensure proper staffing and handling of all mail per procedures.
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Vendor Coordination, contract administration & maintenance for facilities related items i.e., building work orders, furniture, movers, office equipment or other specialized contracts relative to specific offices.
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Primary contact for building/property managers and prime vendors.
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In conjunction with the Real Estate Director, ensures physical security at all offices is maintained according to policy and procedure.
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Assist the Real Estate Director in review of documentation to ensure tenant obligations are fulfilled during office openings, renewing existing office leases, or office closures.
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Maintains records, prepares weekly, monthly & quarterly reports, and composes correspondence related to office and lease administration.
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Support the annual budget process for assigned offices in portfolio.
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Complies with internal controls.
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Ensure updates are made to procedures/policies as requested (i.e., BCP, EAP, Security, front desk manual, mail procedures etc).
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Gather and analyze corporate real estate portfolio and demonstrate cost savings measures.
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In addition to the above key responsibilities, may be required to undertake other duties from time to time as the Company may reasonably require.
Technical Knowledge:
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Knowledge of office services management as demonstrated by work experience or education.
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Knowledge of best practices in offices policies and procedures.
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Advanced knowledge of Microsoft Outlook (Exchange), Word, Excel and PowerPoint.
Experience:
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5+ years of experience in office management or in a similar role preferred.
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Bachelor’s degree in business related field.
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Excellent organizational capabilities with the ability to prioritize workload and work on multiple projects simultaneously.
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A positive, flexible attitude is required.
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Ability to work independently.
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Available to work overtime as needed.
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Willing to travel as requested.
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Excellent organization, research skills, interpersonal and communication skills.
At Core Specialty, you will receive a competitive salary and opportunities for professional development and advancement. We offer medical, dental, vision, and life insurances; short and long-term disability; a Company-match of 100% of a 6% contribution 401(k) plan; an Employee Assistance Plan; Health Savings Account, Flexible Spending Account, Health Reimbursement Account, and a wellness program
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