Workplace Services Manager, Bay Area

Responsibilities

Team Introduction:
The Administration Department takes the lead in developing an exceptional workplace experience across regional offices. They drive workplace strategy, optimize performance, and enhance productivity and cost-efficiency. Through innovative programs and initiatives, they create a unique and user-centric workplace journey. They collaborate with cross-functional teams to maximize space utilization and efficiency for all workplace users, including hybrid and remote setups. The team also oversees essential services and continuously evolves its approach to elevate the company culture and foster a vibrant work environment.

Responsibilities:
- Leadership. Lead vendor teams and develop their framework to support workplace services across sites in the US and Canada, interfacing with cross-functional teams to ensure smooth service delivery and coordination.
- Workplace Management. Oversee and manage the workspace services, including reporting maintenance needs, ticketing system, operational improvements and office services.
- Vendor/Team Management. Oversee vendor and supplier teams, KPI performance, contract negotiations, service level agreements, change management, and performance reviews to optimize workplace services (e.g., cleaning, service contractors, etc).
- Office Inventory. Ensure regional offices have required supplies, swag inventory and stock including company-level displays and signage.
- Company culture. Support events, community activities and actions that support the workplace experience (e.g., gifting, well-being facilities, events, merchandise, etc).
- Event planning and Execution. Coordinate with internal clients and supervise vendors' workstreams to enhance company-level events, department-level events, meetings and programs.
- Space management. Partner with cross-functional teams to enhance workplace space utilization, experience, efficiency & productivity.
- Budget & OPEX Management. Forecast, manage, analyse and optimise investments/savings through office operation expenses.
- Business partnership. Focuses on delivering exceptional service that prioritizes user experience while maintaining a strong alignment with business objectives. By fostering a welcoming and unique environment, it enhances user satisfaction and drives productivity, ensuring efficient stakeholder management to achieve business success.
- Collaboration. Collaborate and support other cross-functional teams as applicable to provide a great workplace experience, such as Physical Security, Food, Real Estate & Facilities, Environmental Health & Safety, HR, IT, etc.
- Technology. Manage office services technology and initiate further efficiencies to optimize services (e.g., ticketing systems, on-call communications, office forums, etc).
- Data analysis and insights. Research, analyze data and propose insights, improvements and analysis through reports, simplified visual representations, and other quantitative and qualitative means to drive data-driven results and proposals.
- Project Management. Lead and support full-cycle small and large-scale projects (e.g., office moves, office expansion, office decommission, return to the office, internal programs, regional events, etc) with project governance, tracking, reporting, management and execution to deadlines.
- Continuous improvement and global mindset. Continually contributes, innovates, improves & implements workplace solutions, policies, procedures, ideas and programs that benefit employee productivity and company growth at a regional and global level.
- Supports other regional offices in partnership with the COE and local cross-functional teams (e.g., across LATAM, EMEA, APAC).
- Sustainability. Implement and enhance sustainability initiatives within the workplace in accordance with the company's CSR targets & direction.
- Own the relationship with IT and HR to deliver the best onboarding experience for ByteDance employees.

Qualifications

Minimum Qualifications:
- 4+ years of experience in holistic workplace management, including office management, community engagement, event coordination, and site management.
- Hands-on experience with Integrated Facilities Management (IFM), managing contractors/vendors, as well as expertise in finance, budget, and P&L management.
- Strong experience in project/program management with a proven ability to solve complex problems.
- Demonstrated leadership skills with the ability to lead teams, foster development, manage business partnerships, and engage with stakeholders effectively.
- Excellent communication skills, both oral and written, with strong interpersonal and presentation abilities.
- 0-15% domestic or international travel may be required.
- Must be able to work out at our San Francisco Office 3-4 times a month, and the remainder of the wee