Job Title: Office Manager
Location: Austin, TX
Duration: Contract through 3/31/2024 - possibility of extension
Job Description:
The Office Manager serves as the primary point of contact and oversees all site activities at their assigned office location(s). They are responsible for managing every aspect of day-to-day operations at the site. The Office Manager collaborates with Site Leaders, Finance and relevant departments to gauge business needs and works closely with the Regional Lead and Subject Matter Experts to align operational strategies, thereby ensuring a well-executed workplace environment. A fundamental goal of this vital role is to partner with other PICs to consistently enhance employee engagement and satisfaction, as well as improve the efficiency and effectiveness of services provided year over year. This role requires on-site attendance and involves addressing any facility-related emergencies that might arise during normal hours. The Office Manager may be contacted regarding facility-related emergencies that come up outside of working hours; the Office Manager has the option to respond and assist to such emergencies (but is not required to do so).
Key Responsibilities:
- Function as single point of contact for local Site Leader(s), Regional Lead, all local employees for day-to-day site operational matters.
- Responsible for all site operations relevant to their location including Reception, Security, Business Continuity, Emergency Response Planning, Environmental Health and Safety programs, Ergonomics, Green Initiatives, Sustainability, Food Services, Supplies, Record Retention, Asset Management, Recycling, Satisfaction Surveys, Transport Services etc.
- Partner with Site Leadership and Regional Lead to create and sustain a positive Employee Experience by anticipating and responding to individual, team and site level needs and actively managing the local work environment. Assisting with developing action plans for employee survey results and Suggestion Box inquiries and any feedback from employee site meetings.
- Partner with Site Leadership in establishing and implementing site level initiatives. Leverage Regional Lead for best practices to develop plans and implement initiatives.
- Partner with Regional Lead and Finance team to prepare, manage and forecast site operational costs and budgets. Collaborate with Regional leadership to pursue opportunities to optimize FM costs and improve services at the site.
- Oversee contract administration, insurance & risk management for all site services & vendors. Perform all duties in accordance with legal compliance requirements.
- Provide and manage regular site occupancy plans, seating assignments and develop options for business to support their space needs.
- Manage and leverage regional help for office moves/expansions/Facilities projects (HVAC, electrical, plumbing, etc.)
- Serve as primary liaison for property management services provided by the landlord.
- Manage visits for all internal and external guests including regulatory agencies
- Support and coordinate Corporate Shipping, Receiving, and Global Trade functions.
- Provide local HR support for onboarding and orientation, university relations, recruiting.
- Coordinate with IT team in support of new hires, telecom, videoconferencing, and lab/site requirements as needed.
- Organize, implement, and manage Global Citizenship initiatives for the site including employee events, charitable giving, and community relations events.