Office Services Manager

Location
Washington D.C.
Posted
May 10, 2018
Closes
Jun 14, 2018
Ref
OOP1585-1801
Hours
Full Time

Job Summary:

Radio Free Europe/Radio Liberty (RFE/RL) is an international news organization based in Washington, D.C. and Prague, Czech Republic. RFE/RL's programs -- via radio, the Internet, and television -- reach influential people in 23 countries, including Afghanistan, Iran, Russia, the Caucasus, and Central Asian nations. RFE/RL's mission is to provide accurate and reliable news and information to domestic audiences in the local language. RFE/RL broadcasts in 26 languages and attracts more than 26 million weekly listeners and online visitors. With more than 400 journalists, 750 freelancers, and 17 local bureaus, RFE/RL is one of the most comprehensive news operations in the world. It is funded by the U.S. Congress through the Broadcasting Board of Governors (BBG).

We are looking for an upbeat can-do attitude, able to handle multiple projects, strong oral and written communication abilities and a keen eye for details. This person is a problem solver who consistently exercises excellent judgment and works well independently. The ideal Office Services Manager will have at least 3 years of experience in relevant Office Management with a focus on emergency preparedness, day-to day administration, managing staff, facilities and safety. This position is based in the Washington, D.C. office.  

The Office Services Manager will be responsible for providing office support services including front desk coverage, ordering supplies, maintaining inventory in designated areas, approving invoices for office-related items, maintaining neatness of office communal areas, coordinating internal staff events, set-up and break down of conference areas for staff meetings and events, meeting room reservation, visitors staff requests, mail/office deliveries and shipment.

RESPONSIBILITIES

Office Administration:

Supervises receptionist and temporary workers; coordinates schedule for front desk coverage, including providing lunch back-up coverage as necessary.

Liaises with building and company apartment management, maintenance personnel and vendors, including cleaning service and building security access; maintains agreements and relationships with vendors to assure quality and timely service.

Addresses employee queries regarding office management issues (e.g., supplies, hardware, office space, badge access, travel arrangements, ordering of business cards)

Assists with organization of DC staff meetings, prepares meeting notes.

Maintains upkeep of kitchen/dishwasher/refrigerator, vending machine, supply room; maintains inventory availability of office, kitchen and coffee supplies

Assists in the maintaining and managing department budget; makes sure requisitions for services are submitted in a timely manner and according to internal regulations

Responsible for managing the petty cash for the DC office; and reconciliation of the petty cash to Finance on a monthly basis

Responsible for efficient coordination of mail distribution and deliveries, internally and externally (including pouch and otherwise, to Prague)

Responsible for receiving all Prague and DC shipment, entering the receiving information in PeopleSoft, invoice attaching for the receiving and sending the shipment to Prague.

Can lift to 50 pounds; Some bending and standing will be required

Completes and leads additional projects as assigned

Facilities and Safety:

Coordinates internal office moves and logistics; prepares office space for new hires and visitors; assists in the onboarding process of new hires; familiarizes new hires with facilities and building procedures

Works closely with IT department on IT equipment, including laptops, monitors, accessories, printers and any other IT equipment in the office

Oversees repairs, maintenance and alteration of office facilities; responsible for bar code labelling and inputting additional items into the inventory database. Ensures that the electronic inventory database is complete and accurate. Conducts and reconciles annual physical inventory of furniture, furnishings and equipment following policies; disposal of inventory of items as necessary

Oversees archives of corporate files in the basement and records retention and arranges for the destruction of records per policy and required timelines

Coordinates emergency preparedness procedures for DC staff with Corporate Security in Prague; responsible for updating and keeping DC staff informed of these procedures;

MINIMUM QUALIFICATIONS

Education:

Bachelor Degree preferred; 

Work Experience:

3+ years of work experience in a professional environment as office manager; experienced managing office relocation, office storage and emergency preparedness.

Experience managing staff and coordinating related duties

Experience managing vendor relationships; i.e. purchasing office equipment

Competencies:

The successful candidate must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

Extensive customer service skills

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Adobe Pro, Office 365, PeopleSoft

Ability to collaborate and communicate with employees at all level across the organization

Strong organizational skills with meticulous attention to detail

Languages:

English language - proficient;

Knowledge of Spanish and/or Czech considered a plus

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