Manager, Facilities and Office Services

About Palladium:

Palladium is a global company working to design, develop and deliver positive impact on the lives and livelihoods of people around the globe; broaden access to health, water, power, and infrastructure; build enduring, sustainable, and transformative institutions and market systems to address global challenges; and conserve the natural world. We operate in over 90 countries and have a workforce of 4,000 talented, motivated, and diverse staff of all religions, races, languages, and gender identities.

This Opportunity:

The Manager, Facilities and Office Services has primary responsibility for day-to-day management of Palladium’s Washington DC office. As the Americas Team embraces a hybrid work schedule, the Office Manager plays a key role in ensuring both strategic and essential workplace services. As such, this position is expected to be physically present in the office each workday to provide onsite leadership to a small team that ensures the smooth running of the physical office space.

Location and Compensation:

The position is based in Palladium’s Washington D.C. office.

For our prospective employees in the United States, please note that the full-time equivalent annual base salary for this position is expected to range from $76,000 to $120,000, and successful candidates may also be eligible for additional, variable incentive compensation dependent on the role. For part-time employees, the salary will be prorated based on the actual number of hours worked.

Please be advised that a final salary offer will be based on various factors, including but not limited to your qualifications, education, experience, skills, seniority, performance, and Palladium’s business or organizational needs.

If you have any questions or concerns regarding the compensation for this position, please do not hesitate to reach out to us. We value your interest in our company and appreciate the opportunity to discuss this opportunity with you.

You and Your Career:

If you are a highly motivated and adaptable problem-solver, with experience providing facilities management and offices services in a fast-paced environment, we are interested in hearing from you.

We are a learning organization and provide growth opportunities from the start. We pride ourselves on giving you the freedom, resources, and guidance to chart a fulfilling career!

Reporting and Supervision:

The Manager, Facilities and Office Services reports directly to the Vice President, Operational Excellence and supervises the Front Desk and Travel Administrator. They may also supervise temporary support staff as necessary.

The Manager, Facilities and Office Services is expected to work closely with closely and collaboratively with all staff and visitors to the Palladium DC office.

Primary Duties and Responsibilities:

The Manager, Facilities and Office Services will be responsible for ensuring the following tasks are completed consistently at a high-quality level

• Ensure office and meeting room supplies, coffee, fruit, and other items are well stocked and consistently available each 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
• Manage required repairs or maintenance work around the office
• Assist teams with shipping and use of FedEx, DHL, and other accounts online including troubleshooting problems, or ensuring billing codes are accurately followed
• 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
• Manage office expenditures in accordance with Palladium’s procurement policies
• Negotiate agreements for the purchase of office supplies, furniture, equipment, and storage in accordance with company procurement policies and budgetary restrictions
• Manage Palladium Americas’ travel services, maintaining relationships with the corporate travel provider and assisting with traveller issue resolution
• Supervise workspace allocations and furniture and equipment needs. Ensure workspace management tools are regularly updated and maintained.
• Manage relationships with all Washington, DC office services vendors including building management, and those who provide office supplies, catering, repair, maintenance, and real estate services
• Oversee all Washington DC office services and information technology accounts and invoicing support, ensuring that all invoices for essential services are processed in a timely manner with appropriate backup documentation and approvals
• Lead the strategic review and planning for future office space needs and work with real estate representatives and building management to inform decision related to future office space
• Create and communicate office safety plans in partnership with the Americas’ Security Manager
• Support event planning for corporate meetings and parties, including identifying venues and vendors
• Procure and manage outside storage facilities in accordance with the Company record retention policies and procedures
• Lead communications to staff on all office services matters
• Assist with other tasks as they may be assigned

Key Competencies Required:

• Previous experience in managing facilities and office services is required
• Demonstrated experience at selecting vendors and building and maintaining relationships with suppliers and vendors required
• Excellent 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
• 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
• Sound problem solving and decision-making skills

Professional Expertise/Competencies Preferred:

• Experience overseeing office space selection, design, and build out is desirable but not required
• Professional working proficiency in multiple languages is desirable
• Aptitude to conduct and present financial analysis and quality written content is desirable

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.

Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.