Position Summary
Lead Seattle’s Office Services team and business operations, including officewide events, the office experience and safety trainings & affiliation. Manage all office services request, the facilities, and the office services associate/receptionist.
Responsibilities & Duties
Works closely with the HR Manager, HR Partner, Program Manager and Class Advocates and Office Head on providing an exceptional Seattle office experience
Maintains office services, including budgeting, planning, and execution
Office wide events
Coordinating with Seattle People Manager on Consulting class-specific events
Coordinate with global/regional/local departments as appropriate (eg, understand all departments’ activities and timelines so as to have the full picture of their employees’ experiences
Operates within and tracks spending for facility-related budgets
Drive cost reduction initiatives as needed
Be the expert on all other activities happening in the Seattle office – lunch and learns, guest speakers, affiliation group activities, social impact activities – and make connections and help make decisions with that knowledge
Manage the Seattle Office Services Team
Supervise office services/receptionist in by providing employee training, professional development and performance management
Work to continuously improve Office Services effectiveness and efficiency
Lead decisions related to Seattle’s physical space
Be Seattle’s leader for any office redesign or relocation efforts, in partnership with the Global Real Estate group, HR Business Partner, Office Head and HR
Day-to-day, make high level decisions about where new hires will sit; make tradeoffs; communicate directly with department leaders and employees as needed
Lead Daily Office Service operations
Manage vendor relationships and liaises with property management to ensure the optimal functioning of building systems including mechanical, fire/life safety, elevators, etc.
Propose develop and coordinate administrative policies, procedures and reports
Ensure building and services-related contracts, compliance and invoicing accuracy
Assist on real-estate lease and/or sub-lease reporting, due diligence and task execution
Work with the business and improvement teams to collect and act on needs and initiatives
Participate in meetings and other activities of the North American office/facilities team
Monitor and keep current with developing regional and global policies, issues, and opportunities
Knowledgeable of building procedures and policies; independently resolves issues to ensure all events run to Bain standard
Coordinates access control system which includes supporting established processes for new/replacement IDs, maintaining system for accuracy, communicating updates to building property management
Work on special maintenance, process improvement projects, and other duties as assigned
Provide Back up to Reception/Office Services Assistant
Order and stocking of café inventory and office supply
Provide back up support and coverage for reception
Serve as general information resource for Bain employees and visitors
Help maintain tidiness of reception and café area at all times
Qualifications
Five years experience in an administrative management, operations/office services/facilities role required; professional services firm strongly preferred
Bachelor’s degree preferred
Solid purchasing, lease and contract management experience
Meticulous attention to detail necessary
Professional written and verbal communication skills are required
Ability to work independently and as an integral member of teams
Strong organizational skills, ability to prioritize, manage multiple tasks
Can manage competing priorities while maintaining sight of the overall objectives
Create effective working relationships and build connections across all stakeholders
Demonstrate high levels of customer service and sensitivity in responding to customer needs; effective and empathetic leadership a must
Able to identify, analyze, and proactively solve problems
Handle difficult and confidential situations with poise, understanding, and tact
Effectively leads, motivates, and mentors team
Open to implementing and supporting change management
Proficiency in Microsoft Windows, Outlook, Word, Excel, and PowerPoint
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements
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