Manager, Facilities and Office Services

Palladium International
Washington, DC
Apr 05, 2021
Apr 09, 2021
Full Time
Manager, Facilities and Office ServicesCompany Overview:Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits. For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people's lives. Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status. Project Overview and Role:The Manager,Facilities and Office services has primary responsibility for day-to-daymanagement of Palladium's US offices, including supporting events andexecutive management. Whilethe Americas' teams continue to work remotely, planning for a return to ouroffices and accommodation of continued growth is underway. This position willplay a key role in leading our strategic planning for office space needs, and inimplementing COVID-related preparations and protocols for office reopening,while monitoring compliance with those protocols as we slowly begin our return. Primary Duties and Responsibilities: Manage relationships with all Washington, DC office services vendors including those who provide office supplies, catering, repair and maintenance, and real estate services, with an eye towards ensuring quality and value of work and streamlining and improving services where possible.Oversee management of offices in New York City and North Carolina by providing remote assistance and advice to office leads and administrators, regularly assessing their needs and upgrading services to ensure a consistent working environment across all three offices.Manage real estate services for all current offices and subleased locations including leading the strategic review and planning for future office space needs and working with real estate representatives and building management to help the Partners reach a decision to accommodate staff growth.Manage all office expenditures including issuing and reviewing solicitations in accordance with Palladium's procurement policies, preparing cost/benefit analyses, suggesting cost containment measures, and vetting vendors.Negotiate agreements for the purchase of office and IT supplies and furniture, equipment, and storage in accordance with company procurement policies and budgetary restrictions.Manage partnership travel services. Maintain relationship with local branch of corporate travel provider. Resolve issues for teams such as system accounts, reservation, and customer service issues or complaints from staff or travellers.Supervise workspace allocations and furniture and equipment needs, serving as final decision-maker for any disputes. Ensure floor plans, seating assignment lists, and other workspace management tools are regularly updated and maintained.Create office safety plans in partnership with the Americas' Security Manager. Make sure plan is communicated to and available to all staff.Oversee all Washington DC office services and information technology accounts and invoicing support. Monitor supervisees and finance team to ensure all invoices for essential services are processed in a timely manner with appropriate backup documentation and approvals.Lead Partnership event planning including location scouting and vendor use (catering and supplies) for meetings and parties. Ensure Partnership-wide events calendar is maintained, solving room reservation conflicts and advising teams on the best set ups and locations for their events as needed.Procure and manage outside storage facilities. Strategize compliant approach to managing both on and offsite storage of files and other assets in accordance with the Company record retention policies and procedures.Manage and plan for office equipment and furniture needs including inventory management, modernizing to improve efficiency, repairs, and appropriate level of stock to meet staff needs and growth.Manage preparation of office for reopening including making regular visits to assess all aspects of the office are maintained in good order. Lead execution of reopening work plan in partnership with IT team.Lead communications to staff on all office services matters. This includes preparing news briefs, announcements, and other notifications regarding outages, closures, emergencies or temporary inconveniences with facilities or office buildings to staff.Work with the Culture Committee and Sustainable Business Teams to make continuous improvements to our working environment and ensure our offices reflect Palladium's values and initiatives in environmental sustainability and safeguarding.Supervise Receptionist, Entry Level Professional(s), or other staff supporting facilities work as needed.The Manager will be responsible for ensuring the following tasks are completed consistently at a high-quality level. These tasks will be completed under their supervision with the assistance of a receptionist, and analyst(s) depending on the needs required:Ensure office and meeting room supplies, coffee, fruit, and other items are well stocked and consistently available. This includes stocking printer stations, kitchen areas, and checking other public spaces throughout the day.Set up conference rooms, catering, and supplies for meetings and events.Ensure all equipment in the office is functioning in good condition.Provide facilities orientation to onboarding staff, covering office protocols such as kitchen duty, assigning access cards and bathroom keys, and providing a tour of the office.Liaise with HR to fulfil approved ergonomic furniture and equipment needs for staff.Make appointments for repairs or maintenance work. Check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies.Assist teams with shipping and use of FedEx, DHL, and other accounts online including troubleshooting problems, or ensuring billing codes are accurately followed.Coordinate staff movements and desk changes.Be 'on call' for any issues that arise with the office. Respond appropriately to emergencies or urgent issues, bringing them to the attention of management and building management as appropriate.Proactively supervise assigned Entry Level Professionals, Analysts, or Associate(s), identifying professional development opportunities, and providing consistent coaching and feedback on performance as measured by assignment metrics, core competencies, and general work skills and desired behaviors.This role may be called upon to provide executive management support to the Managing Partners. These tasks may include:Management of corporate travel support using company systems;Provide executive support to Partners, including drafting communications;Serve as the Secretary at Partners and other meetings, as assigned;Book travel and accommodations for Board members and leadership team when needed;Liaise with corporate resources for travel management issues;Assist with special projects as they may arise.Assist with other tasks as they may be assigned.Reporting requirementsTheline manager for the role is the Director, Process Excellence. The reportingrequirements include:Attendance at all regular management team meetings,Provision of regular updates (and any other reporting as requested) to the line manager,RelationshipsThe role is part of the Facilities Team.The role is part of the Business Management Services team.As delegated, the role liaises with people across the Americas' Partnership including Managing Partners, lead department directors, and staff from other Palladium offices as needed.Other reporting as requested by the line manager.Authority levelsTherole carries a degree of autonomy on project management with appropriate consultation.The role is required to:Analyse and make sound recommendations to the line manager.Contribute to process improvement through innovative and cost-effective proposals/ideas/suggestions.Person specificationExcellent team player, ability to develop trust and leverage communication among colleagues, stakeholders and collaborators, and ability to guide and motivate others.Ability to deal with a lack of clarity in role definition, work processes, and decision-making and to create clarity for others when little exists.Previous experience in managing facilities and office services is required.Experience overseeing office space selection, design, and build out is desirable but not required.Demonstrated experience at selecting vendors and building and maintaining relationships with suppliers and vendors required.Creative problem-solving skills and a desire to create a positive working environment for colleagues.Advanced ability to adapt quickly to changes in strategy and priorities in a fast-paced working environment.Superior attention to detail and organization.Aptitude to conduct and present financial analysis and quality written content.Sound problem solving and decision-making skills.Professional working proficiency in multiple languages is desirable.