Office Services Senior Manager

Office Services Senior Manager

Requirements

• Degree in business administration, management, related field or an equivalent combination of education, training, and experience is required.
• A minimum of eight years’ experience in an office services/facilities role in a professional services firm is required.
• Demonstrated line management experience and capabilities, preferably within area of office management or related field.
• A minimum of three years of people management experience with a track record of strong results.
• Strong customer service orientation, meticulous attention to detail, and organizational skills necessary.
• Strong analytical, problem solving, and quantitative skills.
• Outstanding interpersonal, written and verbal communication skills are required.
• Ability to prioritize, meet deadlines, and juggle multiple tasks simultaneously.
• Ability to handle stressful situations with poise, understanding, and tact.
• Exemplary use of judgment with a strong ability to maintain a high level of confidentiality.
• Comprehensive knowledge of, and experience with Microsoft Word/Excel/PowerPoint is required.
• Must live in the Greater Chicago metropolitan area and able to be in-office 5 days per week.

Responsibilities

• Manages the day-to-day operations of the Office Services team, fostering an environment of high performance and continuous improvement.
• Develop and oversee cadence of routines, communications, and tasks with OS team to ensure employees have access to top-notch office services and perks of Bain (e.g. coffee, snacks, clean and functioning workspaces, boardroom management).
• Ensure clients/visitors feel welcome in Bain space and have the support and resources they need to have positive experiences in the office.
• Work to continuously improve Office Services effectiveness and efficiency by further developing systems and process and identifying additional opportunities for team members to support needs of the office and partner team.
• Collaborate closely with Events team and Leadership Services Coordinator to coordinate OS support for client needs and large-scale office events.
• Manage all of the physical space in the office and serve as primary point of contact for the building and vendors.
• Develop and oversee cadence of audits and inspections with OS team and external vendors to ensure fully functioning physical spaces including furniture, printers, appliances, restrooms, etc.
• Support any office redesign or relocation efforts, in partnership with the SD, Business Operations and Global Real Estate group; Supports construction project and move management.
• Manage the assignment of offices / spaces for levels and departments and the change to historical processes, including the change management and communications.
• Ensures the optimal functioning of building systems including mechanical, fire/life safety, elevators etc.
• Manage all OS budgeting, including spend on café supplies, office supplies, and facilities maintenance. This includes annual budget development, real-time assessment and adjustment of spend, and driving cost reduction initiatives as needed (e.g. consumables procurement).
• Solicits bids, negotiates contracts, and manages vendor/landlord relationships.
• Oversee all external vendors, fostering effective relationships and resolving conflicts promptly. External vendors may include cafeteria supply providers, cleaning services, building maintenance, archiving and shredding services, repair services, and others as necessary.
• Ensures building and services related contract compliance (e.g. COIs, business license) and invoicing accuracy.
• Ensure the safety of Chicago office employees by leading the Office Situational Response Team (OSRT); Responsibilities include developing vision for safety, design/execution and maintenance of safety plan, continuous OSRT and employee training, and proactive/reactive office-wide communications on situation response.
• In collaboration with the SD, Business Operations, lead the crisis management processes; this includes directing other OSRT members on their tasks and deadline, staying closely tied to the state, city and CDC guidance, and providing ongoing updates to the Americas region as needed on all OSRT matters.
• Leads Crisis Management, Fire Warden and First Responder team coordination, training and drill activities.
• Work closely with Director of HR on safety and security matters, including coordinating with building security.
• Responsible for managing a team of 4 individuals including 3 office services member and a receptionist.
• Responsible for monitoring individual performance and coaching and mentoring the team to provide advice on professional and performance development as required.
• Build a strong and positive team culture, driving clarity in roles, responsibilities, and expectations.
• Promote One Team attitude through cross-functional collaboration with local and regional teams.
• Participate on all Office Services monthly calls to help drive standardization and best practices across offices.
• Support Senior Director, Business Operations with broader office experience initiatives, special projects, and resolving hot topics as they pertain to the office, especially when related to Office Services, Facilities Management, and Safety and Security. This could include full ownership of duties for medium-to-long term projects.
• Be a member of the Chicago Biz Ops Leadership team partnering with other members of leadership to ensure a positive employee experience in the Chicago office.
• Perform additional duties as assigned or required by the role, which may require shifting typical daily hours and schedule.

Preferred Qualifications

No preferred qualifications provided.