Manager, Office Support [Poland]

 

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Summary:

Responsible for assisting in the day-to-day direction, operation, and supervision of the General Maintenance or HVAC/Electrical Maintenance function of the Corporate Services Department. Supervises administrative, and support staff for a department. Provides administrative support and coordinates activities for manager and other staff.

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Primary Responsibilities:

• Manages general Maintenance or HVAC/Electrical Maintenance activities and resources of the company.
• Provides leadership and guidance to the department.
• Develops routine and preventative maintenance plans and schedules for buildings and systems.
• Plans and conducts regularly scheduled safety meetings in cooperation with EHS Coordinator.
• Maintains and monitors staff attendance records.
• Develops and administers department policies and procedures.
• Assists with the development and administration of plans, actions, and standard operating procedures for the department.
• Assists with the development of the annual operations and maintenance and capital budget.
• Submits/reviews purchase requests and related financial expenditures.
• Assists with the development and execution of the Facilities Continuity of Business plan.
• Provides operational backup for the next higher level of management.
• Assures appropriate telephone and reception coverage for office area; recommends and implements new methods and systems to provide maximum efficiency.
• Coordinates and schedules requests for hardware, office moves, and office equipment, including office installs/repairs/service.
• Orders and oversees ordering of office equipment and supplies.
• Establishes and documents office procedures; evaluates efficiency of office procedures and makes necessary changes.
• Trains department staff on office policies and procedures; works with management in establishing and documenting office procedures.
• Coordinates and performs activities that relate specifically to office assignment; examples may include seminars, training courses, documentation review, staff scheduling, or office moves.
• Schedules meetings for managers and staff; notifies staff of office and company activities and changes.
• Maintains and updates office files and informational databases; produces reports as needed.
• Serves as point of contact for internal and/or external guests while providing excellent customer service.

Additional Responsibilities

• Manages all phases of the Department’s day to day operation and support functions, including General Services, Electrical, and HVAC.
• Manages, coordinates, and/or provides support and input to corporate construction projects.
• Develops, recommends and manages the department’s capital and operating budgets.
• Monitors the procurement process for goods and services, as well as the distribution of supplies and consumables within the department. Ensures corporate procurement standards and processes are followed.
• Manages the operation and maintenance of the Company fleet, including vehicles assigned to Company executives.
• Ensures that staff follows all appropriate regulations pertaining to fire, electrical, HVAC and other applicable areas. Ensures all necessary inspections/certifications are completed and documented.
• Coordinates the training, education and certification of assigned staff as required or necessary to provide the desired services.
• Works with the Safety Coordinator to ensure the implementation of fire, life safety and other related programs.
• Manages the department Continuity of Business Team for Facilities Recovery.
• Excellent knowledge of general facilities operations, maintenance and construction procedures in a corporate environment
• Excellent knowledge of appropriate regulations and guidelines governing specific trades
• Knowledge of procurement procedures, forecasting methods and cost/benefit analysis
• Excellent communication, collaboration and customer service skills required
• Valid driver's license

Knowledge, Skills and Abilities

• Excellent knowledge of office practices and procedures
• Familiarity with various office equipment
• Excellent organizational, planning, communication and leadership skills
• Ability to supervise a small to medium-sized staff (two to ten or more)
• Ability to effectively work with staff at all levels

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