Office Administration Manager

William Blair•San Francisco, CA

1d•Onsite

About The Position

The Office Administration Manager will execute office administration services to meet the needs of local staff. Manage any large/complex office construction projects. Monitor any office services outsourcing/contractor relationships. Serve as a contact person or escalation point for office services questions, issues or special requests. Develop, manage and implement office specific WREM procedures related to facilities, hospitality, phone, security, tech support, mail, copy, travel. Employee in this role will be required to work in the office 5 days a week. Responsibilities include but may not be limited to: Execute office administration services to meet the needs of the local staff, including office buildouts/relocations, furniture moves, repairs/maintenance, meetings/conference room services, technology troubleshooting, and general office operations. Ensure excellent customer service with minimal disruption. Ensure established policies, procedures and standards are followed. Monitor annual office administration budget to ensure alignment and allocate invoices for payment. Manage key aspects of office construction projects from initial planning phase to final move in. Lead the vendor selection process. Ensure corporate space/design standards are followed. Coordinate and oversee construction/real estate vendors. Participate in the project planning process, track adherence to plan and ensure timing requirements are met. Respond to project related questions and/or issues. Monitor office services outsourcing/contractor relationships, such as reception, mailroom, conference room/meeting planning, etc. Ensure outsourced staff meets performance expectations and service commitments and appropriate staffing levels are provided. Arrange for maintenance/repairs when needed, ensuring quick response and minimal disruption. Serve as a contact for office services questions, issues or special requests. Maintain relationships with local office management and employees to stay abreast of needs and employee satisfaction. Maintain relationships with external vendors, outsourcing firms and other office administration professionals. Liaise with landlord, property manager, and local suppliers. Maintain relationships with corporate WREM staff to stay informed of corporate standards, trends and changes. Leverage relationships to respond to local office services needs/requests when needed. Help develop meeting room and hospitality procedures specific to each office location and monitor for efficiency and cost effectiveness. Plan and coordinate office wide events (holiday party, community engagement, alliance groups). Coordinate with Director of Security to develop and implement safety procedures. Develop and oversee office supply program and monitor for cost efficiency. Act as liaison with Brand Marketing & Communication (BMC) for communication and implementation of BMC initiatives. Additional responsibilities as requested.

Requirements

Bachelor’s Degree and or 5+ years office management experience required
Ability to successfully lead a team and work and excel in a team environment
Commits to satisfying internal and external customers
Good organizational, communication, and daily prioritization skills
Basic working knowledge of Microsoft office products.
Excellent verbal and written communication skills
Proven problem solving and critical thinking skills
Willingness to adapt to change
Ability to work in a fast-paced environment
Strong time management and project management skills

Responsibilities

Execute office administration services to meet the needs of the local staff, including office buildouts/relocations, furniture moves, repairs/maintenance, meetings/conference room services, technology troubleshooting, and general office operations.
Ensure excellent customer service with minimal disruption.
Ensure established policies, procedures and standards are followed.
Monitor annual office administration budget to ensure alignment and allocate invoices for payment.
Manage key aspects of office construction projects from initial planning phase to final move in.
Lead the vendor selection process.
Ensure corporate space/design standards are followed.
Coordinate and oversee construction/real estate vendors.
Participate in the project planning process, track adherence to plan and ensure timing requirements are met.
Respond to project related questions and/or issues.
Monitor office services outsourcing/contractor relationships, such as reception, mailroom, conference room/meeting planning, etc.
Ensure outsourced staff meets performance expectations and service commitments and appropriate staffing levels are provided.
Arrange for maintenance/repairs when needed, ensuring quick response and minimal disruption.
Serve as a contact for office services questions, issues or special requests.
Maintain relationships with local office management and employees to stay abreast of needs and employee satisfaction.
Maintain relationships with external vendors, outsourcing firms and other office administration professionals.
Liaise with landlord, property manager, and local suppliers.
Maintain relationships with corporate WREM staff to stay informed of corporate standards, trends and changes.
Leverage relationships to respond to local office services needs/requests when needed.
Help develop meeting room and hospitality procedures specific to each office location and monitor for efficiency and cost effectiveness.
Plan and coordinate office wide events (holiday party, community engagement, alliance groups).
Coordinate with Director of Security to develop and implement safety procedures.
Develop and oversee office supply program and monitor for cost efficiency.
Act as liaison with Brand Marketing & Communication (BMC) for communication and implementation of BMC initiatives.
Additional responsibilities as requested.