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Manager, Office Services
Entertainment & Media Industry Company
New York, NY, United States
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Job Summary:
Reporting directly to the Senior Director of Offices Services at Company, the Manager of Office Services is responsible for all facility related activities for the Katz Media Group headquarters in New York City as-well-as all Katz regional offices. This includes, but is not limited to building issues, vendor management, office design, space planning, furniture and office equipment. The Manager will also assist in management of all staff events in the NY office. Position is the first point of contact with our staff for office services related issues.
Primary Responsibilities
• Manage office administration to ensure all employee needs are met regarding office supplies, maintenance, coffee service, etc.
• Responsible for management of team of 9 people –Office Services, Coordinator, 2 Porters and 6 Mailroom Technicians
• Manage all vendor relations (building, cleaning, supplies, etc.)
• Purchase office supplies, office furniture, cleaning supplies, kitchen supplies, and office machines (copiers, mail machines, etc.). Negotiate maintenance contracts and agreements, and contact vendors for service or repair. Maintain current catalogs and pricing information.
• Develop, analyze and maintain departmental budgets and operate within budget constraints. Review and approve company overhead account invoices including all office services and building maintenance expenses.
• Manage administration component of onboarding checklist for Katz new hires –office set-up, nameplates, security badges. Manage the set-up and relocation of offices and departments within Katz offices.
• Ensure that all spaces are kept clean and safe on a daily basis; general upkeep and maintenance of all areas, furniture and fixtures
• Ensure proactive safe working environment –OSHA compliant and oversee crisis management for all offices
• Assist in management of office renovations and troubleshoot issues with contractors and vendors
• Develop strategic plan and departmental goals for Office Services to maximize workflow and meet the needs of other departments in the organization. Ensure systems are fully utilized and compatible with organizational design and objectives.
• Responsible for invoice reconciliation and cross-charging for KMG and affiliate-entity OpEx
• Coordinate/communicate with CIS on all issues/projects for KMG and affiliate-entity renovation at W 55th St.
• Maintain regular communications with business leads at NYC office and national regional offices to understand and proactively address their needs
• Liaise with building/property management for NYC and national regional offices as needed
• Must be hands-on and capable of filling in for Corporate Administration staff as needed
• Manage and distribute facilities-related communications to KMG and affiliate-entity staff as needed
• Manage office/kitchen supplies across all KMG and affiliate-entity division floors at W 55th St., NYC
• Maintain updated/accurate seating charts and occupancy reports for all KMG offices
Knowledge/Skills/Experience Required:
• 8+ years’ experience within office services/facility management at a mid-sized company
• Strong and effective interpersonal skills, and relationship building skills
• Highly organized, multi-tasked. Deadline oriented, can work well under pressure
• Demonstrated patience and level-headedness in crisis situations
• Strong project and people management skills
• Effective listener