Office Services Manager
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DEPARTMENT: Office Services

 

REPORTS TO:  Director of Operations

                          Site Director/Director of Administration

 

DIRECT REPORTS:                Office Services Coordinator

                                                 Security Supervisor

                                                 Procurement Officer

 

EMPLOYMENT LEVEL: Managerial

 

SCOPE OF JOB: The Office Services Manager is responsible for leading, managing and coaching the Office Services Department through the operational areas of facilities including building refurbishments and building maintenance, security and safety, document processing, and procurement that meet the needs of the company.

Main Duties and Key Responsibilities:

  • Oversee the daily operations of the Office Services Department.
  • Develop policies and procedures for the delivery of office services such as document processing and retention, mail and messenger, office equipment, procurement, facilities maintenance, and safety and security.
  • Understand the information security requirements for information accessed or processed in carrying out the duties of the role.
  • Maintain all company premises to a safe standard.
  • Ensure all company premises meet the company’s standard “look and feel” and are always kept to a high level of cleanliness and availability.
  • Standardize the delivery of all services including security, maintenance, mail, cleaning, waste disposal, and recycling across all company premises.
  • Establish and demonstrate a proactive maintenance schedule of all departmental services including but not limited to air-conditioning, smoke detection, security detection, office interior, office exterior, carpeting, furniture fabric and furnishings, etc.
  • Plan best allocation and utilization of space and resources for all buildings and meeting areas.
  • Calculate and compare costs for goods and services commissioned by the department and be able to demonstrate maximum value for money.
  • Ensure and demonstrate to employees that all company premises meet health and safety requirements and that facilities comply with labor requirements.
  • Manage all tasks connected with the building, including rates, rent, insurance, utilities, cleaning, waste disposal & recycling, repairs & maintenance, security and other property matters.
  • Liaise with architects, contractors and sub-contractors, and manage such contracts or contractors, in relation to service provision.
  • Manage ad-hoc property project work, such as building refurbishment and relocations.
  • Support, lead and manage the office services staff and responsible for the line management and deployment of staff including personal and professional development.

Qualifications:

  • Holds a degree or trades qualification in a relevant field or equivalent knowledge and understanding.
  • Significant knowledge and understanding in a facilities/office management or building industry role.
  • Knowledge and ability to manage, lead and support a team.
  • Customer-focused with track record of enhancing service delivery.
  • Excellent oral and written communications skills including the ability to communicate with employees and suppliers at all levels.
  • Procurement and Supplier Relationship Management skills. Track record of successful supplier negotiations.
  • Project management knowledge and understanding, including refurbishment / relocation project work.
  • Problem solving skills and ability to work autonomously with knowledge and understanding in setting and controlling budgets.
  • Sound working knowledge of window-based software packages, including word processing, spreadsheets, databases, electronic mail, and the internet.
  • Corporate First Aid qualification.
  • Corporate Health & Safety qualification.