Office Services Manager

Job Title: Office Svcs Manager
Location: Westford, MA 01886
Duration: 6 months Possible for extension
Shift: 8:00 am – 5:00 pm | M-F
Pay Rate: $46/hour (W2)
 
Resource's typical working day | Job responsibilities:

- As an Office Service Supervisor, you will oversee all activities at your assigned office, manage daily operations, and serve as the main point of contact. You'll work with the client Site Leaders, Finance, and other departments to address business needs, collaborating with the client's Real Estate Site Services (RESS) Regional Lead and Subject Matter Experts to enhance employee engagement, satisfaction, and service efficiency.

- Onsite presence is required, and you may be contacted about facility emergencies outside working hours, but responding is optional. This job is part of the Office Operations function. They are responsible for providing office support to a client, business function or individual contributor.

Resource's typical working day | What You'll Do:

- Serve as the client's primary point of contact for local Site Leaders, RESS Regional Lead, and all local employees regarding day-to-day site operational matters.

- Oversee all aspects of site operations relevant to the location, including Reception, Security, Business Continuity, Emergency Response Planning, Environmental Health and Safety programs, Ergonomics, Green Initiatives, Sustainability, Food Services, Supplies, Record Retention, Asset Management, Recycling, Satisfaction Surveys, Transport Services, and related activities.

- Collaborate with client Site Leadership and the RESS Regional Lead to foster a positive Employee Experience by proactively addressing individual, team, and site needs and managing the local work environment. Assist clients in developing action plans based on employee survey outcomes, NV Suggestion Box inputs, and feedback from site meetings.

- Partner with client Site Leadership to establish and implement site-level initiatives, leveraging best practices from the RESS Regional Lead for planning and execution.

- Work closely with the client RESS Regional Lead and Finance team to prepare, manage, and forecast site operational budgets and costs. Collaborate with RESS Regional leadership to identify opportunities for cost optimization and service enhancement.

- Supervise contract administration, insurance, and risk management for all site services and vendors, ensuring compliance with client legal requirements.

- Provide and manage occupancy plans and seating assignments, utilizing RESS resources to develop options that support business space requirements.

- Oversee and coordinate office moves, expansions, and facility projects-including HVAC, electrical, plumbing-by leveraging client RESS regional support.

- Act as the primary liaison for property management services provided by the landlord and coordinate visits for internal and external guests, including regulatory agencies.

- Support and coordinate Corporate Shipping, Receiving, and Global Trade functions.

- Offer local assistance for onboarding, orientation, university relations, and recruitment processes.

- Coordinate with the IT team to support new hires, telecommunications, videoconferencing, and laboratory or site requirements as necessary. Organize, implement, and manage Global Citizenship initiatives at the site, including employee events, charitable contributions, and community relations activities.

Licenses/Certifications: N/A

Must Have Skills:

- Vendor Management Expertise: Proven ability to manage vendor relationships, monitor performance, and ensure contractual compliance across multiple service providers.

- Strong Interpersonal Skills :Adept at fostering productive relationships across teams and functions, with a positive and professional demeanor.

- Effective Communication Skills: Capable of articulating ideas clearly in both written and verbal formats, facilitating seamless collaboration across stakeholders.

- Vendor and Contract Oversight: Experience monitoring vendor contracts while aligning deliverables with business objectives.

- In-depth understanding of a range of processes, procedures, systems, and concepts within own function and basic knowledge of related job functions required.

- Exceptional math skills. Ability to calculate sophisticated figures such as percentages, discounts, and mark ups.

Nice to have skills:

- Finance Knowledge: Familiarity with budgeting, invoice reconciliation, and financial reporting to support vendor and contract processes.

- Customer-Centric Mindset: Committed to delivering a superior experience for internal and external customers, with an eye toward continuous improvement.

- Audience Awareness: Understands how to tailor messaging and approach based on audience needs, context, and preferences.

- Collaborative Approach: Demonstrates openness to feedback, works well in cross-functional settings, and contributes to collective goals.

- Team Player Attitude: Willingly supports peers, shares knowledge, and fosters a culture of inclusion and mutual success.

- Excellent organizational skills with a master-level inquisitive mindset.

Years of Experience: 4-5 years of job-related experience. Prior shift manager or supervisory experience preferred.

Education: High School Diploma or GED

Software skills:

- Expert knowledge of Microsoft Office products. Examples include Word, Excel, Outlook, etc.

- HVAC Systems – Training provided

- Coupa Procurement Tool – Will be taught during onboarding

Interview Process: At least 2-3 level interview process (virtual)

Summary:

As a Office Manager, you will be responsible for the oversight of activities related to office services operations.