Office Facilities Manager

---

Job description

Facilities Manager- Office Manager

In small/mid-sized offices, the Facilities Manager is the only site support representative and often covers onsite responsibilities for other business units such as IT and HR.

The Facilities Manager supports the daily operation of the office, ensuring a safe and productive office environment. The Facility Manager is responsible for

Facility Management

• Program Management - Review budget requirements for office operations and submit to Global Director of Real Estate & Facilities for final approval. Review invoices for all building operations and provide approval as necessary.

• Building Management - Manage contracts and invoice submissions for service providers such as janitorial, equipment support and maintenance, security, parking. Interface with Building Management team to ensure completion of Maintenance & Repair schedules for all systems.

• Janitorial - Manage vendor relationship to ensure proper cleaning and sanitation schedules for all workspaces. Review janitorial scope of work to incorporate enhanced cleaning protocols as communicated by RMS leadership.

• Food Program - Maintain vendor relationship to oversee daily or weekly operations including inventory management, restocking, maintenance of equipment, and review of menu offerings. Services include, but may not be limited to, the below:

o Snack & Beverage

o Coffee & Tea

o Meals

• Construction - Support onsite construction or renovation projects under the direction of the Global Director of Real Estate & Facilities. Projects are contingent on approval of business cases and funding appropriation. Support in the development of business cases through sharing information related to the site, teams, market, and other business critical inputs.

• Furniture Management - Coordinate with selected furniture vendors on updates or changes to the office space. Review contractor invoices and provide approval to the Global Director of Real Estate & Facilities for final payment.

• Moves, Adds & Changes - Manage seat assignments and access controls for all staff, including onboarding and offboarding. Coordinate furniture changes, with the support of service providers as needed, to ensure functional workstations for all assigned employees.

• Emergency Response - Serve as onsite member of the Emergency Response Team. Coordinate and support site leadership with necessary emergency supplies and equipment.

Operations

• Reception ¬- Manage and support the Reception Desk to provide first point of contact service for all guests and visitors. This can include, but is not limited to, guest registration (Envoy), temporary badging, temporary workstation assignment.

• Mail Room - Manage the gathering and distribution of mail received to the office and ensure access by the intended employees.

• Copy/Fax - Mange the onsite services for the copy/fax machine through the global contract. Coordinate with Global Director of Real Estate & Facilities for additional contract requirements or issues.

Additional Site Support

• HR - Act as onsite liaison for Human Resources Team to support new hires assigned to the office. This can include, but is not limited to, new hire orientation, communication of business practices, site walks and information sharing, collecting and sharing necessary hiring documents. Sending out email correspondence to new hires explaining the first day itinerary and directions to the office. Setting up new hires desk and providing them with all the new hire swag.

• IT - Act as onsite liaison for IT Department to support new hires assigned to the office. This can include, but is not limited to, workstation and desktop support, help desk ticketing solutions, and conference room technology support. Handling new hire equipment request forms and receiving shipment of new hire equipment, prior to employee start date.

Other Office Management

• • Other Duties as Assigned - Supporting site senior leadership to ensure effective office management, visitor, and client meetings.