Manager-Jobs in United States

Description

Summary: Provide strategic leadership for multi-disciplinary office management operations including quality assurance and policy reviews.

Responsible for the smooth running of local office operations, including administrative support, material supplies, and front desk personnel, under the guidelines set forth by the Senior Manager. Acts as the main liaison between Front Office (LoS) and Back Office (Support functions) staff for directing services and facilities.

Ensures the smooth operations of the office by coordinating administrative support efficiently and ensuring consumables and supplies are arranged.

Primary responsibilities

Financial

• Work with finance and purchasing regarding office needs, supplies, consumables, stationery, machinery, shredding, cleaning, and service agreements, in line with Procurement guidelines.
• Liaise with procurement on RFPs for wider office purchases.
• Manage relationships with external vendors, develop and maintain vendor portfolios, review LPOs, and follow up with finance for payments.
• Coordinate local internal events in close liaison with the Cluster Office Senior Manager, adhering to budget constraints.
• Propose cost-saving solutions where appropriate.
• Assist in preparing the office budget and ensure adherence to it.
• Manage Meeting Room Services, including bookings, catering, and equipment such as Audio Visual tools.

Customer

• Strategically manage office space to maximize utilization and propose solutions for staff growth.
• Support policy development and ensure team compliance.
• Strive to be a high-quality internal service provider, meeting all administrative support requirements.
• Handle and report ad-hoc issues as they arise.
• Act as an interface between administrative staff and management.
• Review vendor LPOs and follow up for payments.
• Serve as a key liaison with the LV office landlord to facilitate communication and address issues.

Internal Process

• Provide efficient internal administrative services including courier, mail, cars, limousine services, and office supplies.
• Work closely with the BR team to ensure policy adherence regarding security, fire safety, and emergencies.
• Introduce or optimize processes to improve office services and support staff.
• Maintain a positive, well-maintained work environment.

Learning and Growth

• Coach and develop direct reports, oversee tasks, and resolve issues.
• Recruit and onboard new office admin staff.
• Manage people effectively and build cross-functional relationships.
• Ensure quality assurance in all office management operations.
• Maintain high customer service standards and staff motivation.
• Develop KPIs to track performance and improvements.
• Upskill junior team members and oversee their tasks.

Knowledge, skills, and abilities

Education

• Bachelor's degree required.
• Fluency in spoken and written English; proficiency in Arabic is an advantage.
• 7+ years' experience in office services or equivalent.
• Experience in a professional services firm preferred.
• People management/team lead experience.

Knowledge and Skills

• Pragmatic, objective problem-solving and multitasking skills.
• Strong organizational, interpersonal, and managerial skills.
• Excellent communication and negotiation skills.
• Ability to maintain confidentiality and adapt to change.
• Knowledge of local legislation, supplier contracts, and office management best practices.