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Workplace Services Manager

Job Type: Full-Time
Category: Human Resources
Location: Plano, TX, United States
Date Posted:

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Job Summary: 

The Workplace Services Manager is responsible for directing the Workplace Services function company-wide, in all US-based locations. This role oversees and coordinates new and existing office buildouts, facility modifications, refurbishments, and space planning, and manages the negotiation and implementation of agreements with vendors and suppliers. 

Responsibilities (Specific tasks, duties, essential functions of the job) 

  • Maintains office services by organizing office operations and procedures; designing filing systems; planning, assigning and monitoring clerical functions.
  • Designs and implements office policies by researching and applying best practices, establishing standards and procedures; measuring results against standards; making necessary adjustments.
  • Plans employee events company wide as needed. Organizes the events committees at each location.
  • Conduct research, assemble and analyze data to prepare reports and documents.
  • Arranges and coordinates meetings, events and travel arrangements as needed.
  • Obtains proposals and quotes from vendors and negotiates for best value and works with Accounts Payable to issue purchase orders and payments.
  • Participates and supports planning, construction, start up, remodel, relocation, move, and closure of facilities.
  • Co-ordinate project-based work including coordinates space planning, supply needs, and other activities with respective departments, and/or Landlords as needed.
  • Manages the access control system, controlling keycard/fob access.
  • Interacts with external clients, vendors and professional service providers as needed.
  • Liaise with internal staff at all levels.
  • Review operating practices and implement improvements where necessary.
  • Review, submit and approve office invoices for accuracy.
  • Key Safety Committee Member, including assisting Safety Manager with necessary safety drills. Assists Safety Manager with coordinates safety committees at each facility including remote facilities maintains documentation of all safety committee activities, insuring compliance to safety standards.
  • Manages Inogen’s Emergency Notification System.
  • Performs physical hands-on work including minor non-technical repairs, installations, hanging pictures, and moving furniture and equipment less than 50 pounds.
  • Monitors, responds to and distributes incoming communications including mail and packages for staff.
  • Monitors and responds to workplace services requests within the workplace services request helpdesk
  • Workplace services program administration, including completing data entry and audits.
  • Lead all day-to day purchasing of breakdown supplies, office supplies, snacks and other office necessities
  • Support Talent Acquisition efforts by ensuring candidates are greeted and connected with interviewing manager
  • Coordinate and distribute mail; including ensuring daily mail delivery/pickup is completed, sort incoming mail/parcels; operate postage meter and maintain meter funds
  • Responsible for lobby and conference room operations, ensuring the lobby and conference rooms are monitors and maintained for cleanliness and a professional appearance
  • Maintains the building security badge system, issuing/deactivating/logging employee and visitor badge assignments
  • Respond to inquiries via in person, telephone and/or email.
  • Assist with other duties as assigned

Knowledge, Skills, and Abilities 

  • Excellent oral and written communication skills; ability to communicate effectively with all levels of an organization including management.
  • Ability to deliver excellent customer service.
  • Capability of operating various office equipment including telephones, scanners and mail processing machines.
  • Flexibility in handling multiple projects simultaneously and accommodate shifting business priorities.
  • Exercise good judgment, common sense, and discretion, providing careful attention to detail.
  • Independently perform administrative assignments with a high degree of accuracy and under minimal supervision.
  • Collaborates with others.
  • Knowledge of standard office administrative practices and procedures
  • Excellent planning, and organizational skills.
  • Self-motivated and takes initiative.
  • Attention to detail.
  • Ability to maintain confidentiality and exercise extreme discretion.
  • Willingness to travel (up to 10%)

Qualifications (Experience and Education) 

  • Current and active driver’s license with clean DMV record, required.
  • Advanced knowledge/proficiency in Microsoft Office, required.
  • Bachelor’s Degree, preferred.
  • Physically able to lift up to 50lbs
  • A combination of training, education and experience that is equivalent to the qualifications listed above and that provides the required knowledge, skills, and abilities.