Workplace Operations Manager

Convera • Santa Ana, CA

4d • Hybrid

About The Position

These professionals are tasked with fostering positive workplace experiences, employing skills like communication, empathy, strategic thinking, and data interpretation to enhance the overall work environment.
The responsibility of Workplace Operations Managers
As a Workplace Operations Manager, you'll be at the heart of fostering an environment that promotes employee satisfaction, productivity, and engagement. Your role will intersect with various aspects of the organization, including culture, physical spaces, and technology.

Responsibilities

• Physical Environment Management
• Design and Layout: Oversee office layout to ensure spaces are optimized for collaboration, creativity, and productivity. Create collaborative areas for team projects, quiet zones for focused work, and relaxation spaces for breaks.
• Space Utilization: Manage space efficiently, ensuring minimal disruption during office moves or renovations.
• Technology Integration
• Tech Solutions: Implement collaboration tools like Zoom or Microsoft Teams to enhance communication.
• Smart Office: Manage digital signage and Building Management Systems (BMS), and other workplace technology to create a comfortable and efficient workspace. Leverage AI and other technology to create a better workplace experience.
• Vendor Management
• Service Coordination: Handle relationships with vendors providing essential services like cleaning, catering, and facilities maintenance. Negotiate contracts, manage services, and resolve any issues or disputes.
• Contract Negotiations: Review various proposals from vendors to ensure it meets the business needs of Convera. Work with various departments, such as risk and procurement, to ensure the successful negotiation and onboarding of any contract.
• Service Providers: Provide governance of vendors, which may include janitors, porters, caterers, and many other trades and services.
• Service Review: Review contracts to ensure vendors are meeting any agreed upon KPIs and complete regular business review meetings.
• Health and Safety Compliance
• Safety Standards: Implement and maintain Health and Safety (H&S) regulations. Conduct regular safety audits, provide safety training, and ensure compliance with health guidelines to create a safe and healthy workplace environment.
• Reporting: Ensure that all H&S events are captured and reported to the appropriate parties, which may include internal or external teams.
• Employee Engagement and Well-being
• Community Building: Organize team-building events and social activities to foster a sense of community and belonging.
• Wellness Initiatives: Develop and/or promote mental health programs, fitness challenges, and ergonomic assessments to promote a healthy work-life balance.
• Financial Management
• Budgeting: Develop and manage budgets for workplace-related vendors and capital projects. Monitor expenditures to ensure cost-effectiveness and identify opportunities for cost savings.
• Reconciliation: Conduct monthly reconciliation meetings to ensure OPEX and CAPEX expenditure aligns with the yearly operational plan and report any anomalies found.
• Payments: Work with internal Accounts Payable and Receivable teams to ensure that any payments, such as those to a vendor, are sent on time.
• Project Management process
• Comprehensive Planning: Define project scope, objectives, and deliverables. Develop detailed project plans and timelines and allocate resources efficiently.
• Budget and Progress Management: Manage budgets, track expenses, and monitor project progress. Address risks to ensure projects stay on track and within budget.
• Stakeholder Coordination and Quality Assurance: Coordinate with team members and stakeholders to ensure projects are completed on time and meet quality standards.

Benefits

• Market competitive monthly gross salary.
• Opportunity to earn an annual bonus (based on role level)
• Great career growth and development opportunities in a global organization
• Generous insurance (health, disability, life)
• Days at the office 3-4.
• Paid holidays, time-off, and leave policies for life events (maternity, paternity, adoption)
• Paid volunteering opportunities (5 days per year)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 51-100 employees