Office Manager

Seeking an Office Manager who will make it a personal mission to create a welcoming work environment for employees and visitors while managing office related matters around the company’s growth in its Austin, TX location.  Enthusiastic, disciplined, motivated, and extremely organized are essential traits for this role.  The Office Manager will support our dynamic Austin office to make things run smoothly in a fast-paced environment and continuous change.  The job is multi-faceted, but the primary role of the Office Manager is to make it possible for other employees and teams to function effectively and efficiently. 

The position will be reporting to the Regional Facilities Manager.  An overall understanding of the GLG business and initiatives is needed to help drive team priorities. The position requires strong organization and impeccable attention to details as well as the ability to see all the pieces of the puzzle to avoid possible complications.  There will be a wide range of other office management tasks and ad hoc projects significant to the business including project coordination.

This role will manage existing Austin Facilities Team (i.e. Hosts and/or Facilities Assistants).  This person will provide performance evaluation and feedback as scheduled and/or required, and help employees set goals.  The manager is also responsible for planning and maintaining work and building systems, procedures, and policies that maximize the team’s performance.

Working with the Regional Facilities Manager, the Office Manager will oversee:

• Office staff and outsourced partners
• Large internal employee events
• Local facilities contracts related to food and beverage services, janitorial and other maintenance
• Ensure compliance of health, safety, and security are within policies and governing regulations
• Opportunities to work on a variety of ad hoc projects including partnering with culture committee and DE&I

Responsibilities:

• Manage office vendors and service contractors as the primary internal contact for all things workspace related
• Responsible for managing office expense budget; scheduling expenditures; analyzing variances; initiating corrective actions
• Work closely with the Executive Assistants, Regional Facilities Manager, and VP of Real Estate & Facilities to assist with basic office support functions as well as help with coordination of quarterly meetings and other types of events
• Assist with facilities requirements for on-boarding of new hires
• Light janitorial responsibilities may be required to supplement building services. This may include dishware clean up, breaking down boxes, removing trash from space, etc.
• Develop and oversee Hosts and facilities’ work systems, procedures, and policies as well as provide performance evaluation and feedback via coaching, counseling, and monitoring standards and special projects
• Manage team schedules, to ensure role coverage and stepping in for coverage if needed
• Oversee Safety & Emergency processes and maintain a safe and secure working environment by coordinating with emergency delegates and conducting bi-annual emergency drills
• Coordinate and execute internal moves with Corp IT, team managers, and employees
• Assist with office and team neighborhood planning
• An aptitude to prioritize workflow with limited supervision is essential
• Flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff
• Have a general understanding of building systems and interior fit-out construction
• Oversee facility related Austin office communication – intranet, office signage, comms to the office as needed

Role Requirements:

• Experience as an office manager or with similar project management work
• Experience managing at least 2 direct reports preferred
• Project management experience and ability to read floor plans is desired
• Self-motivated, extraordinary attention to detail, and an internal drive to produce high-quality work
• Good decision-making skills and the ability to function well under stress while working in a fast-paced environment
• Strong verbal and written communication skills
• Highly skilled with Microsoft Office (Word / Excel / PowerPoint / Outlook)
• Oversight of office expenses and budget and other administrative processes
• This role requires full-time in-office attendance

Working Conditions:

• Light janitorial and clean-up may be required
• Must be able to lift up to 40 pounds, (i.e., moving boxes across the office for various needs)
• Stand or sit for extended periods of time
• Ability to work in environment with moderate noise level (i.e., working on an open floor with printers, telephones, and computers)

Professional Requirements:

Candidates should have 3+ years of directly related prior experience as an Office Manager.  Strong proficiency in MS Office products is required.  Bachelor’s Degree preferred.