Job Details
Facilities/Office Manager
Facilities/Office Manager - Create a Welcoming and Productive Workspace
We are seeking a highly motivated and experienced Facilities/Office Manager to oversee the day-to-day operations, maintenance, and coordination of all our facilities. This includes office spaces, shared collaboration locations, and parent company co-locations. You will play a critical role in ensuring a safe, functional, and welcoming environment for our employees across all locations. If you are a proactive problem solver with a positive attitude, excellent communication skills, and a strong commitment to providing exceptional service, we encourage you to apply!
What You'll Do:
- Space Management & Planning:
- Oversee space allocation and utilization across all office locations.
- Collaborate with department heads, HR, and IT to determine seating arrangements and workspace needs.
- Manage office moves, expansions, and reconfigurations, coordinating logistics and minimizing disruption.
- Scout and recommend potential new office spaces, negotiate lease agreements and amendments, and manage lease-related expenses.
- Stay informed about industry best practices and implement innovative solutions to optimize workspace design and functionality.
- Management & Maintenance:
- Act as the primary point of contact for landlords and property management companies for all building-related matters, including emergencies.
- Manage and maintain accurate records for building emergencies, incident reports, and other communications with building management.
- Supervise and coordinate all aspects of building maintenance, including cleaning, repairs, and renovations.
- Develop and implement preventative maintenance schedules for building systems and equipment.
- Conduct regular inspections of office spaces to ensure cleanliness, safety, and adherence to company standards.
- Manage relationships with vendors and contractors, negotiating contracts and ensuring quality service delivery.
- Manage and track facilities budgets, ensuring cost-effectiveness and adherence to financial guidelines.
- Inventory and Asset Management:
- Analyze and negotiate new and existing vendor contracts.
- Negotiate the purchase of office supplies, furniture, and equipment.
- Coordinate with IT and Accounting to ensure all assets related to equipment and furniture are properly tracked.
- Monitor and maintain office supplies inventory for all locations.
- Technology Management:
- Select, manage, and track telecommunications equipment, including mobile devices, in coordination with the IT department.
- Execute staff training programs to ensure the smooth use of all office equipment and technologies.
- Manage security and access protocols for network files and internal systems.
- Maintain or recommend appropriate technology for facilities in collaboration with IT.
- Safety & Security:
- Manage building and suite access in collaboration with IT.
- Maintain ongoing tracking reports of access cards and keys.
- Ensure a safe and secure working environment.
- Policies & Procedures:
- Ensure office policies and procedures are being adhered to.
- Analyze and monitor internal processes.
- Implement procedural and policy changes to improve operational efficiency.
- Handle customer inquiries and complaints.
- Manage internal staff relations.
- Assess, recommend, and manage alternative work environments (e.g., work-from-home options).
- Maintain and adjust to changing work environment policies or best practices, including employee accommodations.
- Reception & Administration:
- Manage the reception area and office administration staff at all locations to ensure effective telephone, visitor greeting, and mail communications.
- Establish, maintain, and implement annual operating/facilities budgets for telephone, postage, office supplies, and equipment.
What You'll Bring:
- Bachelor's degree or equivalent experience.
- At least five (5) years of previous experience in office/facilities management or a related field.
- 3-5 years of experience supervising staff.
- Working knowledge of mail processes, including postage machines, FedEx, and UPS.
- Computer literacy, specifically MS Word for Windows.
- Strong understanding of building systems, including HVAC, electrical, plumbing, and security.
- Proficient in using Computerized Maintenance Management Systems (CMMS) and other relevant software.
- Excellent project management skills, with the ability to manage multiple projects simultaneously and meet deadlines.
- Exceptional communication and interpersonal skills, with the ability to build strong relationships with stakeholders at all levels.
- Proactive problem-solver with a positive attitude and a strong customer service orientation.
- Ability to work independently and as part of a team in a fast-paced environment.
Additional Information:
- This is a full-time, on-site position.
- Occasional travel between office locations is required.
- Ability to work flexible hours, including outside of normal business hours, as needed.
- Ability to lift and carry objects, as needed to complete assigned responsibilities (up to 15-20 pounds).
Facilities · Cherry Hill, NJ · Chesterbrook, Pennsylvania · Philadelphia, PA
ALL FOR GOOD
ALL FOR GOOD
ALL FOR GOOD
ALL FOR GOOD
CMI Media Group was built on inclusion and diversity. It is in our DNA and core values. Challenging the norm is where we started and it's what drives us as a health leader, indispensable partner, and home for our employees. We are a group of hearts and minds who want to make a difference and celebrate being different, to give voice to and truly hear our people and our partners. We believe in more than "all". We believe in "all for good."
OFFICE VIBES
