Job Description
POSITION PURPOSE
The main goal of the Office Manager is to ensure that the assigned 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 capital project/renovation projects within an assigned VNA office.
PRIMARY DUTIES / RESPONSIBILITIES
Prepare and maintain service contracts, coordinate all necessary moves, minor and capital projects.
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, training and coaching of the office staff (receptionist).
Maintains active liaison and assists Procurement and vendors in coordinating purchases and deliverables appropriate and within budgetary guidelines and service contracts from outside service, when needed.
Manage the H&S committee for the office assigned and ensure a safe environment for all employees.
Oversees office supplies and equipment purchase, maintaining proper stock level and all archiving initiatives for the assigned facility.
In collaboration with the VNA Communication department, make appropriate adjustments to the workplace to integrate Company’s branding elements in the office.
Oversees, manages and maintains ID Badge/Access Card System/Security 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.
Oversees audio visual, multi-functional device, and lighting systems, and diagnose/troubleshoot when needed.
Maintain space planning and seating chart in collaboration with the Head of office and Departments leads.
Manage capital projects and small projects related to space planning, build outs, renovations, and related moves of the assigned office space 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).
Work with the landlord on certifications for the assigned office (I.g., LEED).
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 monthly accrual reports, variances, operations reports, reconciliation reports, creating and maintaining the annual budget for the scope of responsibilities.
Qualifications
Additional Information
A subsidiary of Veolia group, Veolia North America (VNA) 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. VNA helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Mass., Veolia North America has more than 10,000 employees working at more than 350 locations across the continent. www.veolianorthamerica.com As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination. We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination. We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
AS AN INCLUSIVE COMPANY, VEOLIA IS COMMITTED TO DIVERSITY AND GIVES EQUAL CONSIDERATION TO ALL APPLICATIONS, WITHOUT DISCRIMINATION.
We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.