Sr. Manager, Office Operations

FBMM•Nashville, TN

15d•Onsite

About The Position

The Sr. Manager, Office Operations leads planning, organization, and day-to-day delivery of office operations, facilities, hospitality, and document management for the Nashville office. The role is hands-on and service-oriented, with the goal of providing a Gold Standard experience for employees and guests. The manager leads employees and vendors, develops staff, exercises independent judgment, and personally supports office activities as business needs require. The position leads the development and implementation of operating changes for the new Nashville office and drives continuous improvement in the overall office experience. It oversees office support and administrative teams, reception and hospitality, employee and guest events, facilities and building services, office safety and security, records and document management, mail, shipping, and banking-related office functions. The role also contributes to and manages the approved office operations and facilities budget.

Requirements

Progressive experience in office management or facilities operations; ideally 7 or more years.
Prior experience setting up office operations, including creating processes and procedures, for a new office building or configuration.
Demonstrated experience leading and developing a team, including hiring, coaching, and performance management.
Experience managing vendor contracts and performance.
Professional dress and presentation in line with FBMM's reputation and expectations.
High level of confidentiality and independent judgment.

Nice To Haves

Experience in Property Management in a Class A building environment.
Prior experience planning or leading an office move or new office build.
Prior experience in a professional services environment.

Responsibilities

Lead the creation, documentation, communication, implementation, and continuous improvement of operating procedures for the new Nashville office.
Evaluate the new office layout and functional requirements to support efficient and effective operations.
Develop processes that reduce the administrative burden on teams and leaders, and create and carry out a communication plan for new office operations.
Directly manage the client team's Office Administrators and Operations administrative support staff, including timecard and PTO approvals, performance management, hiring, termination decisions, and other personnel needs.
Provide dotted-line leadership for the Executive Assistant team on office-related responsibilities, workload, coverage, development, and coordination of performance reviews and leader feedback.
Contribute to the growth and development of employees with administrative responsibilities.
Ensure the phone system functions effectively and oversee maintenance of printers, copiers, and other equipment.
Oversee desk and office setup for new hires and departures.
Manage office supplies and ordering, within established budgets and where supplies are not managed by the housekeeping vendor.
Manage reception and hospitality, ensuring the reception area, conference rooms, and common areas are stocked and ready for guests and meetings.
Manage food and beverage inventory, ordering, and waste; manage office perk scheduling with support from the Guest & Office Experience Ambassador.
Support HR with new-hire onboarding, including office information, building access, parking passes, and office tours.
Partner with Marketing to plan and execute client and industry events, including Truth suite events, and build relationships for special events, sponsorships, and employee perks.
Lead the Events Committee in delivering employee events, from monthly treats to the annual Holiday party.
Serve as the company's primary contact with building management and evaluate facility needs, recommending vendors and services to leadership.
Manage facilities vendor contracts and renewals and ensure vendors meet service and quality expectations.
Coordinate facilities maintenance, repairs, and preventive maintenance; manage the contracted day porter and other building service providers within their agreed scopes.
Contribute to and recommend the annual office operations and facilities budget, and manage the approved budget.
Serve as a primary contact for after-hours building emergencies.
Oversee building safety and security, including access and security systems, emergency plans and procedures, and the building security vendor.
Maintain office records for insurance, permits, inspections, and related matters.
Manage secure, organized on-site and off-site storage of client and company documents and ensure retention and destruction comply with FBMM standards and legal requirements, including oversight of the FBMM Fire Safe.
Maintain a current inventory of stored records, including contents, location, and retention and destruction dates; manage off-site storage locations and the shredding vendor.
Oversee PO Box management and mail processing to ensure timely receipt and distribution of company and client mail.
Manage shipping and courier vendors and contracts to ensure teams have supplies and support that reduce their mailing and shipping burden.
Oversee the administrative team's receipt, scanning, and electronic deposit of checks, as well as the scheduling and execution of bank runs.