Office Manager

Workplace Services Manager

Omaha, NE (onsite)

3 Month (temp to perm)

M-F (7:30 AM - 4:30 PM)

Overview

• Provides exceptional service-related support to Service Delivery customers in hospitality, concierge, and Workplace Services.
• Supervises day-to-day operations of Managed Services staff.
• Approximately 80% of the time is spent delivering hospitality, concierge, and Workplace Services, and approximately 20% is spent on administrative duties and developing and implementing related procedures.
• High degree of customer interface and serves as a representative of both the service provider and customer culture.

Responsibilities

• Manage employees in Workplace productivity, including meeting room services and visual communication, as well as concierge, hospitality, and customer experience services.
• Prepare and deliver performance reviews or assist with preparation and delivery.
• Organize team meetings and define action plans.
• Step into hospitality and customer service roles, including Lobby, Client Experience, and Guest Relations.
• Manage conference room bookings, resolve room conflicts, book travel, and handle expense reporting.
• Work with AV, IT, Facilities, Concierge, and other cross-functional teams to coordinate events and client meetings.
• Manage staffing matrix and arrange backfills for scheduled and unscheduled absences.
• Interview and assess candidates.
• Maintain the appearance and maintenance of hospitality and facilities areas.
• Support clients and teams through excellent communication and professional-level skills.
• Prepare for key client visits and liaise with Building Security staff.
• Convert monthly volumes into monthly management reports and create customized client reporting.
• Oversee catering programs for sites and ensure quality.
• Work closely with Facilities Management to ensure the function and maintenance of meeting spaces.
• Develop and maintain Standard Operating Procedures for visitor access and special requests.
• Ensure SOPs are consistently followed, including mail procedures, visitor access, new hire procedures, and office seating.
• Hold Client Communication Meetings and communicate daily with internal and external clients.
• Maintain communication with Site Managers and guide and assist with employee relations or performance issues.
• Manage catering and beverage orders and coordinate details with Hospitality Managers, staff, reception, office support, and building management.
• Process and follow up on catering orders and provide daily guidance and direction to Hospitality Specialists regarding workflow, catering issues, logistics, and events.
• Manage client vendor relationships, validate vendor invoices, and submit invoices for processing.
• Provide advanced administrative support, including typing, proofreading, editing documents, and coordinating projects, events, firm meetings, and other initiatives independently.
• Manage or assist with internal and external events and coordinate office-wide special events and projects with identified clients and team members.
• Assist with cleaning kitchens, stocking supplies, and tracking inventory.
• Greet visitors and guests, validate against guest lists, provide badges, and arrange parking validation as necessary.
• Serve as company concierge for guests, clients, and staff and provide facility tours.
• Coordinate catering for meetings with support staff and caterers.
• Maintain and update company phone and speed dial lists.
• Schedule meeting rooms and ensure each conference room has the necessary supplies and setup before meeting times.
• Assist with other departmental/non-client business activities when appropriate.
• Assist with daily management of facilities as needed.
• Create proposals in customer systems and print production environments.
• Support Executive Level client-facing staff.
• Coordinate vendor procurement for special projects.
• Serve as a self-motivated customer brand ambassador.
• Invoice accounts and interact with customers, assist in maintaining acceptable profit levels, and ensure customer expectations are met.
• Represent the culture of both the service provider and customer as required.
• Perform other duties as assigned.

Requirements

• High School diploma or equivalent; college is a plus.
• 2–3 years in Hospitality and Service industry related field preferred.
• Previous management experience required.
• Proficient PC skills and standard business software applications, including Microsoft Outlook, Outlook Calendar, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• Excellent customer service skills.
• Ability to work under pressure.
• Ability to set goals by defining and prioritizing specific, realistic objectives.
• Ability to remain updated on current technology and marketplace trends by reading relevant journals, magazines, and newspapers.
• Expert with MRM meeting room management software and reporting.
• Knowledge of Skype Client and Bridge Operator Console.
• Knowledge of iVisitor guest check-in software.
• Ability to create and bring new ideas for events.
• Proficient in coordinating, organizing, and planning events.
• Proficient in workplace productivity services, including visual communication services, meeting room services, and facilities/workplace management services.
• Comfortable working in an office environment with adequate lighting and ventilation, normal temperature range, and normal noise level.
• Ability to interpret, comprehend, and apply complex material, data, and instructions and prepare, provide, and convey diversified information.
• Minimal physical effort required; work is mostly sedentary but requires walking, standing, bending, reaching, lifting, or carrying objects typically weighing less than 10 lbs., such as papers, books, files, and small parts.
• Moderate dexterity with regular application of basic skills, including calculator, keyboard, hand tools, and eye/hand coordination.
• Flexible schedule required.