Job Abstract

Position Description: Manage overall office functions and direct and coordinate administrative services, processes, and procedures at the project site.

Essential Duties & Key Responsibilities:

• Manage vendor service-related partnerships, liaise with building and facilities managers, and oversee day-to-day facilities management (e.g., repairs, HVAC, janitorial, housekeeping services, lighting).
• Maintain service level agreements (SLA) with vendors and service technicians for related office services and equipment repairs and service. Engage Information Services (IS) team for office related technology support.
• Management of safety related aspects of office environment working in coordination with Business Unit (BU) Safety Manager. Serve as emergency contact for location and document safety performance.
• Coordinate office access for staff with Information Systems (IS) team.
• Collaborate with project lead to coordinate office relocation activities.
• Embrace company culture, values, Diversity, Equity, & Inclusion (DE&I) activities.
• Provide excellent customer experience and prompt responses to requests for office support, balance workloads, delegate assignments, and hold staff/direct reports accountable to commitments and deadlines.
• Supervise, review, and approve office supply orders and authorize new users for national supplier account. Maintain and secure corporate credit card approvals for office use and process expense reports.
• Provide accurate and timely management of office expenses, align to project budgets and update project leadership.
• Maintain staff seating and organizational charts; coordinate and execute internal office moves.
• Lead and support project initiatives for employee related work-life balance initiatives.
• Manage event coordination activities, including team meetings, negotiation of contract terms with vendors, and provide timely status to project leadership.
• Manage records retention account (physically and digitally). Maintain access and data in AIA (American Institute of Architects) contract software. Notarize pay applications and other documents.
• Establish Standard Operating Procedures (SOP) for role and team roles. Explore and drive innovative ideas to improve systems, processes, and service quality. Receptive to team and staff recommendations for updates. Work with local Human Resources (HR) and Operations to determine impact to project and to implement.
• May supervise Administrative Services (AS) staff (across multiple offices as necessary). Provide orientation to new staff, regular feedback, conduct performance appraisals, identify professional development training, and may serve as Development Partner.
• Understand, uphold, and support company mission, vision, strategy, and project related initiatives; keep team members informed, and encourage adoption.
• Other activities, duties, and responsibilities as assigned.