Office Manager / Facility Manager

Company Description

About Veolia North America

Veolia in North America is the top-ranked environmental company in the United States for three consecutive years, and the country’s largest private water operator and technology provider as well as hazardous waste and pollution treatment leader. It offers a full spectrum of water, waste, and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. Veolia helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Veolia has more than 10,000 employees working at more than 350 locations across North America.

Job Description

Position Purpose:

The main goal of the Office Manager / Facility Manager is to ensure that the Boston VNA office operates smoothly and efficiently, providing a safe, sustainable and thriving work environment for employees and visitors. This role oversees the office space and directs effective corporate-wide administrative support services and proper and efficient use of office space, overseeing also any capital project/renovation projects within an assigned VNA office.

Primary Duties/Responsibilities:

• Manage the operations of the assigned office and potential outdoor surroundings: office space, mailroom, kitchen, meeting and training rooms, outsourced cleaners, greeting visitors, etc.
• Supervise, mentor, train and coach the office staff (receptionist).
• Maintain active liaison and assist Procurement and vendors in coordinating purchases and deliverables appropriate and within budgetary guidelines and service contracts from outside service, when needed.
• Manage the Health and Safety committee for the office assigned and ensure a safe environment for all employees.
• Oversee office supplies and equipment purchases, maintain proper stock levels and all archiving initiatives for the assigned facility.
• In collaboration with the VNA Communications department, make appropriate adjustments to the workplace to integrate Company’s branding elements in the office.
• Oversee, manage and maintain ID Badge/Access Card System/Security and reporting System.
• Manage departmental requests through the Building Management team and third party vendors.
• Oversee Conference room/Training Room Management at the Corporate Office and surrounding sites, when needed.
• Oversee audio visual, multi-functional devices, and lighting systems, and diagnose/troubleshoot when needed.
• Maintain space planning and seating chart in collaboration with the Head of office and Department leads.
• Manage capital projects and small projects related to space planning, build outs, renovations, and related moves of offices in the assigned office location.
• Work with Procurement in RFP processes for service contracts pertaining to maintenance and/or project-related items.
• Work with building property manager to ensure the office is safely and adequately maintained (e.g ensure proper functioning of HVAC, maintain a satisfactory condition of the office and make appropriate decisions / repair or replacement requests, recommend maintenance, mechanical, electrical and facility design modifications, be the emergency contact for building management).
• Develop and implement initiatives to create a sustainable office environment in order to comply with Company purpose and values.
• Participate in diverse committees related to employee engagement and activities for the assigned office including ways to collaborate with other VNA office locations.
• Responsible for preparing expense reports, monthly accrual reports, variances, operations reports, reconciliation reports, creating and maintaining the annual budget for the scope of responsibilities.
• Other responsibilities assigned by the manager.

Work Environment:

• This position is located in Downtown Boston and it is an in-office position five (5) days a week. 

Qualifications

Education/Experience/Background:

• Bachelor’s Degree in related field or equivalent work experience.
• A minimum of 7 years a corporate office with over 120 employees.
• Experience in managing office projects and small team.

Knowledge/Skills/Abilities:

• Strong understanding of Building Operations: Prepare and maintain service contracts, coordinate all necessary moves, minor and capital projects.
• Excellent organizational skills for coordinating all moves, space planning and layouts.
• Experience in managing a budget.
• Knowledge and working experience in archiving.
• Ability to communicate effectively with internal/external c