Facilities and Office Manager, Central/Eastern US Region

Ares Operations•Denver, CO

22d•$100,000 - $135,000

About The Position

The Facilities and Office Manager, Central/Eastern US Region is responsible for day-to-day office management and facilities maintenance of the firm’s Denver office and oversight for the Central and Eastern regional offices (excluding the New York Tristate Area) including Atlanta, Chicago, Charlotte, Durham, Houston, Austin, Boston, Dallas, Arlington, Miami, and small executive suites across the US with the potential for additional offices. This role has oversight responsibility for operations and facilities services, including building security, vendor management, hospitality, and mailroom services. This person will also lead office space planning, new employee seating, moves and changes, minor construction and Emergency Action Plan coordination for the region in conjunction local office managers to ensure continuity across the region. The right candidate will have robust office management and space planning skillsets. Supervises: 4 Analyst/Associate team members.

Responsibilities

Provides oversight of the physical office space in the Central/East Region- ensuring that office spaces are maintained to first class quality.
Conducts daily tours/inspections in Denver and addresses any issues or concerns, utilizing vendors as necessary.
Strategically manages vendor population and vendor lifecycle from RFP and onboarding to rollout, timely payment and maintenance scheduling/execution.
Partners with and manages facilities Analyst/Associate team to ensure they are providing quality ongoing customer service to internal clients and that they are proficient in handling mechanical issues with copiers and printers, stocking toner, and general physical maintenance of the office, including parking allocation, print/bind support, mail sorting and delivery, food/beverage provision, ad hoc employee requests and as-directed facilities work.
Liaise with local leadership groups to determine seating assignments in alignment with firm policy.
Monitor facilities requests to ensure the team is professional, prompt and courteous and that escalated requests are dealt with proactively and professionally.
Liaise with building management staff to report and resolve any issues relating to the physical operation of the office – temperature adjustments, restroom issues, light changes, etc.
Manage vendor relationships with office service providers (copiers & fax maintenance, shredding services, office & kitchen supplies, etc.).
Oversee Facilities Analysts/Associates in their responsibilities around conference room setups including furniture configuration, support materials and food/beverages as needed, working closely with the Corporate Services Analysts/Associates, Reception and Admin. teams to provide excellent end-user experience.
In conjunction with Global Head of Facilities, refine SOPs for regional office services and maintenance procedures.
Ensure all office equipment is in proper working order and manage associated contracts. Contact repair technicians when necessary.
Work with Corporate Services juniors to ensure that office standards of service and cleanliness are achieved.
Works with Business Continuity and Emergency Action Plan teams for regional needs. Liaises with building management as needed to ensure that appropriate services are being provided to Ares and intervenes where issues require management involvement.
Partners with Global Head of Facilities and Global Head of Corporate Services in the evaluation of new space within the region, providing data analysis support (creating PowerPoint decks and excel spreadsheets around employee headcount)
Oversees minor cosmetic construction (furniture additions, small repair and cable installation)
Ensures that firm administrative processes are followed in Ares billing and contract portals for vendors and buildout projects.
Oversees seating and physical moves/consolidations/relocations for Central/East Region, working in partnership with local senior leadership and the Global Head of Facilities.
Prepare annual budget for expenditures related to facilities operations for the Central/East Region. Administer Purchase Order process for regional rents and vendor spend.
Provide updates as requested to compare budget to actuals and address any material variances discovered. Review & approve vendor invoices across region. Audit and reconcile any account anomalies for Corporate Services vendor base.
Evaluates ongoing staffing needs and responsibility allocation.
Develops positive, collaborative working relationships with peers and direct reports.
Provides foundational project support including research, analysis and documentation for Corporate Services initiatives (requires strong Excel and PowerPoint skills)
Manages and assists with ad hoc projects, as necessary.
Develops strong client service relationships with regional office managers and business leaders
Positively partners cross-departmentally with IT and other adjacent internal teams, where needed.