Ensure the overall effectiveness, continuity, safety, and quality of the office operations. Provide oversight of office functionality, uphold facility standards, and safeguard a productive, compliant, and well‑supported office environment for employees. Manage operational processes, coordinate facility services, maintain strong vendor and stakeholder relationships, and ensure the workspace aligns with organizational goals. Serve as a central operational office leader who anticipates needs, resolves issues proactively, and ensures the office operates reliably, safely, and efficiently. Under general supervision assist with relocation projects, and lead security projects.

Responsabilities

• Provide an excellent office experience for internal customers by properly managing the office environment and functions, ensuring it remains well‑maintained, organized, and safe for all employees.
• Maintain standardized processes in fundamental areas of responsibility: main reception, facilities, maintenance, mail room, office equipment, and other office operation functions.
• Oversee and provide support to internal customers with special projects as needed, including but not limited to, administrative support, event coordination, conference room scheduling and set up, catering orders, customized mailings, office automation assistance, copy/print/scanning services, records retention, office supply purchasing and inventory.
• Provide onboarding support to new hires, guiding them on their first day through office procedures and company policies.
• Assist with vendor negotiations. Maintain excellent vendor relationships with integrity and professionalism.
• Responsible for workspace seat assignments and reviewing move requests to determine scope of work and resources needed. Maintain seat assignments in the Archibus system. Assists with the implementation and organization of internal moves. Communicate and coordinate with movers, vendors and other internal/external staff members as required.
• Maintain floor plans updated and review space utilization.
• Provide support as the main point of contact with the local travel partner, assisting users with guidance and travel procedures.
• Partner with building management and/or appropriate vendors to ensure facility issues are resolved timely.
• Effectively communicate with all partners in accordance with all policies and procedures.
• Consistently provide high level of customer service to all internal and external customers.
• Prepare invoices for payment and submit them to Finance, maintain accurate records for audits and compliance, verify vendor billing against contracts and delivered services, track the office expense budget and report variances, and assist with purchase orders and expense approvals.
• Lead and support office relocation and move projects, managing end-to-end coordination with internal teams and external vendors, defining timelines and milestones, mitigating operational risks, and ensuring clear communication with stakeholders to minimize business disruption and maintain continuity.
• Lead local health and safety compliance efforts, including fire drills. Maintain records of inspections and certifications, support audits and documentation for legal entities, and act as the key contact for the Business Continuity Plan.
• Serve as the key contact for security projects and guidelines, facilitating vendor communication with the Global Security Team, supporting local maintenance, ensuring compliance with security protocols during onboarding and offboarding, and managing local access cards and badges.
• Organize internal events such as year‑end celebrations, calendar events, and birthday celebrations.
• Support Business Leaders with quotes and procurement process.
• Lead communications related to office policies, notices, information, and guidance.
• May require addition work consisting of overtime and/or on call duties.
• Perform all other duties as assigned.

Qualifications

• Bachelor’s degree, Associates degree or equivalent preferred.
• Experience in a business/corporate environment.
• Strong interpersonal communication skills and professional demeanor.
• Proven customer service skills and strong customer focus.
• Proficient in MS software applications
• Familiarity with general office equipment
• Familiarity with computer and audio and video equipment (laptops, desktops, data show projectors, videoconferencing and Skype for Business preferred).
• Ability to learn various software, tracking tools and related data applications.
• Ability to work effectively with a wide range of people across org and geo boundaries. Ability to take direction, work independently, and work in a team-driven atmosphere.
• Excellent organizational skills. High attention to detail, excel in a fast paced work environment, meet deadlines with changing priorities and daily completion of routine-driven tasks.
• Fluent in Spanish and English

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