Community Manager

The Instant Group; Portland (OR); On-site; USD 62,000 - 68,000; Full time

Benefits offered by this job

10% bonus

Excellent benefits

Job summary

The Instant Group is seeking an on-site Facilities Operations Manager in Portland, Oregon. You will oversee all aspects of operational delivery, client relationships, and workplace services to ensure exceptional service experience and commercial performance.

You will lead a full-service operation five days a week, engaging with stakeholders, managing incidents, and delivering monthly reporting while maintaining EH&S compliance and budget controls.

Qualifications

• Experience in managing effective and positive relationships with outsourced suppliers.
• Experience with hospitality and facilities management is required.
• Previous incident/safety management experience would be preferred.
• Experience creating operational reports for external stakeholders: Excel and PowerPoint are required.
• Excellent attention to detail, highly organized, multi-tasker.
• Self-motivated and driven with a 'yes' mentality to drive improvement.
• Able to stay calm and enact a detailed plan in emergencies.
• Solid business acumen; experience with finance systems preferred.

Responsibilities

• Be on-site five days per week in Portland, Oregon.
• Occasional weekend, after, or before normal business hours work.
• Event management and townhall support.
• Deliver a full-service operation with a 5-star hotel feel.
• Build strong relationships with stakeholders and suppliers.
• Ensure workplace is fully operational and processes run smoothly.
• Retain talent by fostering an inclusive, vibrant office.
• Deliver all hard and soft facilities services to spec and meet reporting requirements.
• Manage landlord services and third-party relationships, including service charge obligations.
• Support incident management and client communications, with proper handover notes.
• Provide monthly/quarterly reporting for internal and external stakeholders.
• Oversee commercial activity on portfolio and seek client approvals for recharges.
• Ensure EH&S regulatory compliance.
• Order items for client use and Instant use.
• Log helpdesk tickets and provide proactive follow-ups.
• Liaise with suppliers and outsourced teams; conduct quality checks.
• Own ad hoc duties related to employee journey and delivery services.

Skills

Relationships with suppliers

Hospitality facilities management

Incident/safety management

Excel

PowerPoint

Attention to detail

Self-motivation

Business acumen

Finance systems

Communication / interpersonal

Client management

Tools

Excel

PowerPoint

Job description

The RoleThis role is responsible for managing all aspects of operational delivery and client relationships for the client site. You will have full responsibility for any facilities and workplace services, your client’s satisfaction and service experience, and their commercial performance. You will become the heartbeat of the office, living and breathing the client’s core values, and striving to achieve their mission throughout the office.

What will you be doing?

• Be on-site five days per week in Portland, Oregon
• Occasional weekend, after, or before normal business hours work.
• Event management: you will play a key role in supporting and organizing companywide events and townhalls.
• Delivering a full-service operation that feels like a 5-star hotel experience.
• Creating a welcoming and collaborative workplace through proactive management and by building an outstanding relationship with all key stakeholders.
• Proactively ensuring the workplace is fully operational, and processes are running smoothly.
• Retaining talent through an office environment that is inclusive, vibrant, and has excellent service.
• Ensuring all hard and soft facilities services are delivered to specification and planned / reactive activities meet SLEs and agreed process, cost, and reporting requirements. Making interventions as required.
• Creating excellent relationships with outsources or client’s suppliers, driving performance, communication, and motivation.
• Managing landlord services and third party / tenant relationships, ensuring service charge obligations are met.
• Supporting incident management: taking ownership for client communication, services providers’ response, and any incident reports / handover notes.
• Providing accurate and useful monthly / quarterly internal / external reporting.
• Responsibility for commercial activity on your portfolio: reviewing and scrutinising costs, assessing value, need, and priority. Seeking approval from clients for recharges with confidence and understanding.
• Ensuring adherence to all regulatory compliance and EH&S requirements.
• Ordering items for client use and Instant use.
• Logging helpdesk jobs and providing reactive and planned reporting - ensuring follow up and proactive management of jobs.
• Liaising with suppliers and members of the broader outsourced team including cleaning and maintenance teams.
• Undertaking regular quality checks / audits and ensuring customer satisfaction.
• Any other ad hoc duties required supporting the employee journey and delivery services.

Required Skills, Experience & Qualifications

• Experience in managing effective and positive relationships with outsourced suppliers.
• Experience with hospitality and facilities management is required.
• Previous incident/safety management experience would be preferred.
• Experience creating operational reports for external stakeholders: Excellent Microsoft Office Suite skills, particularly in Excel and PowerPoint, are required
• Excellent attention to detail, highly organized, multi-tasker
• Self-motivated and driven with a “yes” mentality: keen to drive improvement.
• You must be able to stay calm and enact a detailed plan in the event of an emergency.
• Solid business acumen is required.Experience with finance systems is preferred.
• Aligned with the following: play to win, help each other grow, solve it together, own your outcome.
• A natural and confident communicator, with exceptional interpersonal skills and the ability to build relationships at all levels.
• Superior client management skills, with an awareness of account management principles.
• An enthusiastic, personal, and proactive approach to service delivery and customer satisfaction.

Salary Range: 62K-$68K with a 10% bonus + excellent benefits!