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Office Manager

With over 2,000 employees across the globe, our Office Services team plays an integral role in maintaining and assisting our staff.  They provide much needed support to keep R/GA running smoothly and efficiently. As part of that team, the Office Manager acts as a resource to the office and is able to anticipate the needs of the agency and find effective solutions to daily activities.

Overview + Fun Stats:

  • R/GA has 19 Offices in 14 countries
  • R/GA has ~25 Office Services members (Office Managers, Receptionists, Concierges etc)
  • SF is the largest US office outside of NY (NY has ~900, SF ~85)
  • We’ve been in the SF office for 7 years
  • It’s a great space, but we don’t have a property manager, so this person should feel comfortable coordinating directly with vendors for all facilities-related projects (upgrading our security system, coordinating elevator maintenance, janitorial services, office furniture moves and purchases) and negotiating the contracts etc. to ensure we operate within a budget.
  • This role is very behind the scenes, but good work is noticed.
  • People who are successful in this role are decisive, resourceful, and action oriented. They pay attention to detail and are comfortable managing projects independently.

Facilities 60%:

  • Manage all aspects of internal office operations of R/GA’s San Francisco office space
  • Track and maintain office management budget, including Capital Expense requests for FF&E
  • Negotiate the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions
  • Work with vendors to ensure continued service and value to the company (includes security, janitorial staff, elevator and building maintenance, etc.)
  • Scan, code and process all pertinent invoices for Finance approval
  • Organize and manage desk and group moves.
  • Maintain seating charts
  • Update service contracts, track scheduled preventive maintenance
  • Responsible for all cleaning services
  • Coordination with AV / IT

 Office Management 20%

  • Manage the San Francisco Office Services Coordinator in their daily duties
  • Manage employee travel and process expense reports for executive team
  • Monitor office supply levels and re-stock upon delivery
  • Maintain relationships with global facilities counterparts and management, and participate in regular group calls and initiatives
  • Inventory Control:  Supplies
  • Sustainability Initiatives
  • Conference Room Scheduling
  • Food and Refreshment Services:
  • Events Coordination
  • Attend and contribute to monthly Global Office Manager meetings

 Event Management 20%

  • Coordinate staff & client meetings; food orders, set-up and presentation needs
  • Greet clients, vendors, candidates & team members from other offices
  • Assist with onboarding for new employees

 

The ideal person

  • Brings prior project management experience: They understand trades, service procurement, and are able to source work and projects
  • Can juggle multiple projects and tasks at once, and is flexible towards changing priorities
  • Has outstanding communication, organization and interpersonal skills
  • Has event management experience: Understands the value of internal and external events and can orchestrate events of varying size
  • Is able to keep SF Leadership team and NY Support Services informed and up to date on deliverables
  • Is comfortable interacting with property managers and vendors
  • Is passionate about this work and has a long-term interest in facilities and office management
  • Can exercise discretion

 

You bring

  • 4+ years’ Office Services and Facility Management experience
  • Experience with Concur Travel & Expense or a similar program a plus

 

Note: While most work can be completed during the week, some projects will require occasional weekend work

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