Manager, Workplace Environment & Experience

United Nations Foundation•Washington, DC

14d•Hybrid

About The Position

The Manager is responsible for ensuring smooth daily operations by managing the administrative procedures, managing resources, relationship management of vendors, and implementing office policies. This position will monitor workplace activities to promote and ensure employee compliance with applicable safety regulations and governance. The Manager’s efforts are to align with the Foundation’s strategic goals and to foster a work environment that supports growth and innovation.

Requirements

Bachelor’s degree in business administration, Health and Safety or related field and/or 5-7 years of experience in an office management role
Extensive knowledge of safety policies and applicable Occupational Safety and Health Administration (OSHA) standards
Excellent written and verbal communication skills
Proficient with Microsoft Office Suite, CM systems and/or related software: Concur, AlertMedia, Kastle Systems, Envoy, Prism, SalesForce preferred
Strong ability to prioritize tasks and manage multiple projects
Effectively liaise between teams, management, and vendors
Service-oriented, discreet, comfortable balancing strategic and hands-on tasks flexibly

Nice To Haves

Experience in nonprofit and facilities – focused operations is preferred.
Strong supervisory leadership skills

Responsibilities

Manage all facets of facilities and office management and office services with oversight from the Senior Director, including management of reception/check-in area
Conducts employee training on applicable safety standards
Reviews safety training and provides recommendations on revisions, improvements, and updates
Draft and implement internal safety standards and policies with guidance from the Senior Director
Serves as back up to monitor and coordinate risk management activities
Manage accidents/incidents reported by employees and visitors to the office(s)
Ensure timely OSHA reporting includes incident reporting and annual posts with oversight from the Senior Director and in partnership with members of People & Culture, as needed
Manage all vendor payments and contracts, liaise between respective vendors and conduct reconciliations
Conduct monthly, quarterly and annual reporting for compliance reporting, office efficiency and resource utilization
Meet with contractors, architects, engineers, and other professionals to discuss project details and timelines, keeping Senior Director up to date on all projects current and upcoming
Manage facility operations including purchasing supplies and monitoring repairs and maintenance
Maintain building safety by inspecting facilities for hazards such as fire hazards or structural damage and timely reporting of findings to Senior Director
Support Senior Director in maintaining office maps and ensuring assignment of office space for new staff to include interns
Manage office moves with guidance of Senior Director and coordinate all aspects of office moves including related procurements and disposition of furniture and equipment
Manage conference and meeting center space to include purchases, ensuring proper scheduling and related logistics to include but not limited to set up, break down, catering, and participation
May represent the Foundation at meetings and events as directed
Manage external request/reservations for internal space usage and provide on-site execution
Develop, conduct research, and provide recommendations on emergency response plans
Support Senior Director, Workplace Environment & Experience with budget management for team as directed
Serve as primary facilitator for office / building tours for New Hires
Manage the set up and decommission of workspaces and security hardware for all New Hires and Termed staff
Coordinate and manage staff events as needed for the DC and NY office
Inventory and replenish office supplies in copy rooms and pantries weekly
Manage maintenance of furniture and office equipment inventory
Manage building security key card system including ordering new cards, replacing defunct/broken cards, and activating and deactivating cards
Serve as liaison with building security desk for incoming guests and vendors, as needed
Management of mail processes and system
Manage inventory and placement of new UNF branded stationery orders, including staff business cards
Other duties as assigned