Manager, Office Services

Ventas, Inc.•Chicago, IL

61d•$110,000 - $140,000•Onsite

About The Position

The Manager, Office Services is a key member of the Human Resources team and plays a critical role in delivering an exceptional employee and visitor experience at the Chicago corporate headquarters. This highly visible role oversees workplace operations, office services and workplace services to ensure employees, visitors and business partners have a professional, welcoming and productive environment. The Manager, Office Services is responsible for creating a seamless day-to-day workplace experience through effective management of office amenities, food and beverage program, mail and package services, conference room operations, employee access, vendor relationships, health and safety and workplace programs across corporate office locations – Chicago, New York and Louisville. Success in this role requires strong relationship management and collaboration across Human Resources, Information Technology, Finance, Executive Administration, building management, vendors and business stakeholders throughout the organization. The Manager, Office Services serves as a trusted partner on both daily workplace operations and larger cross-functional initiatives that support employee engagement, business continuity and operational excellence. This position is based in the Chicago office and requires regular onsite presence Monday through Friday. Key responsibilities include: Workplace Operations & Facilities Management Oversee daily operations of the Chicago headquarters, ensuring the office remains safe, organized, professional and fully operational. Serve as the primary liaison with building management, security, maintenance providers and other service partners, managing workplace issues through resolution. Manage office vendors and service agreements, review related invoices and monitor spend to support effective service delivery and cost discipline. Employee Experience, Access & Workplace Services Deliver a high-quality employee and visitor experience through effective management of office services, amenities and shared spaces. Oversee mail and package operations, shipping coordination, office supplies, pantry programs, snacks, beverages and conference room readiness. Administer employee and visitor access processes, including badges, building access, visitor registration and security protocols. Monitor Office Services mailbox and deliver relevant communications regarding building and office suite protocols. Partner with Human Resources, Information Technology and business leaders to coordinate workspace assignments, workstation readiness and onsite onboarding support for new hires. Meetings, Events & Administrative Coordination Perform daily office readiness checks before the start of the business day to ensure conference rooms, common areas, workplace amenities and shared spaces are fully stocked, organized and prepared for employee and visitor use. Coordinate workplace logistics, vendor support and operational readiness for larger company meetings, events and other special initiatives, ensuring spaces, services and amenities are prepared to support a successful employee and guest experience. Maintain office procedures, administrative support assignments and related records; coordinate regularly with administrative support staff to ensure alignment on workplace operations and employee support needs. Manage special projects and workplace initiatives while supporting workplace safety, emergency preparedness and business continuity efforts, including inspections, drills, employee communications and maintenance of emergency response equipment.

Requirements

High school diploma or equivalent required; bachelor’s degree preferred.
5+ years of office management, workplace operations or facilities coordination experience, preferably within a corporate, financial services, legal or other professional services environment.
Must be located in the Chicago, IL surrounding area or willing to relocate for the duration of employment.
Required onsite presence in the Chicago office five days per week (Monday through Friday). This role is responsible for supporting in-office workplace operations and employee experience and therefore is expected to maintain a consistent onsite presence, with flexibility to adjust working hours as needed to support workplace operations, maintenance activities, meetings, events and other business needs.
Ability to maintain a work schedule that supports office readiness prior to the start of the business day, with flexibility to adjust hours as needed to support workplace operations, meetings, events and maintenance activities.
Demonstrated ability to work independently, manage competing priorities and respond calmly and resourcefully in a fast-paced environment.
Experience managing vendors, facilities requests, access or visitor systems and administrative operations with strong attention to detail and customer service.
Proficiency in Microsoft Word, Excel, Outlook and Teams, with the ability to learn workplace operations and facility management systems.
Ability to lift and move office supplies and equipment weighing up to 35 pounds.
Must be legally authorized to work in the United States without need for employer sponsorship now or in the future.

Nice To Haves

bachelor’s degree preferred

Responsibilities

Oversee daily operations of the Chicago headquarters, ensuring the office remains safe, organized, professional and fully operational.
Serve as the primary liaison with building management, security, maintenance providers and other service partners, managing workplace issues through resolution.
Manage office vendors and service agreements, review related invoices and monitor spend to support effective service delivery and cost discipline.
Deliver a high-quality employee and visitor experience through effective management of office services, amenities and shared spaces.
Oversee mail and package operations, shipping coordination, office supplies, pantry programs, snacks, beverages and conference room readiness.
Administer employee and visitor access processes, including badges, building access, visitor registration and security protocols.
Monitor Office Services mailbox and deliver relevant communications regarding building and office suite protocols.
Partner with Human Resources, Information Technology and business leaders to coordinate workspace assignments, workstation readiness and onsite onboarding support for new hires.
Perform daily office readiness checks before the start of the business day to ensure conference rooms, common areas, workplace amenities and shared spaces are fully stocked, organized and prepared for employee and visitor use.
Coordinate workplace logistics, vendor support and operational readiness for larger company meetings, events and other special initiatives, ensuring spaces, services and amenities are prepared to support a successful employee and guest experience.
Maintain office procedures, administrative support assignments and related records; coordinate regularly with administrative support staff to ensure alignment on workplace operations and employee support needs.
Manage special projects and workplace initiatives while supporting workplace safety, emergency preparedness and business continuity efforts, including inspections, drills, employee communications and maintenance of emergency response equipment.