Palm Beach Facilities / Office Manager
Overview:
We are seeking a proactive and detail-oriented Facilities and Office manager to oversee daily operations and maintenance of a corporate office building in Palm Beach, Florida. This dual-role requires a blend of property management skills and office administration expertise. The ideal candidate will ensure the smooth functioning of the office environment while also managing property-related projects and maintenance.
Facilities Management:
- Oversee the maintenance and repair of office infrastructure, including HVAC, plumbing, electrical systems, landscaping, and general building upkeep.
- Coordinate with external vendors and contractors for repairs, maintenance, and upgrades. Including oversite of after hours or weekend work, as required.
- Conduct regular inspections to ensure compliance with health, safety, and environmental regulations.
- Manage facility-related budgets, track expenses, and negotiate service contracts.
- Respond to facility-related emergencies or employee needs and resolve issues promptly.
- Interact with local jurisdictions and building-ownership regarding property updates, repairs and invoice reconciliation.
Office Management:
- Serve as first point of contact for visitors or guests; answer, screen, and transfer incoming calls or field any inquiries.
- Partner with 3rd party security contact for visitor management and building security oversite.
- Manage office supplies and pantry inventory, including ordering, stocking, and purchasing items. Manage in-office lunch orders, as provided by the firm, daily.
- Oversee office occupancy and seating plans for regular employees and visitors.
- Work closely with on-site colleagues including IT for any technology needs, including making sure all office equipment is properly working.
- Coordinate conference room bookings and ensure meeting requirements are met for AV, catering, etc.
- Maintain office cleanliness during business hours, manage vendor relationship for after hours cleaning via third party provider.
Qualifications:
- Proven experience in facilities management and office administration.
- Strong knowledge of building systems, maintenance procedures and local regulations, with preference to Palm Beach management for unique climate-driven maintenance.
- Excellent organization and multitasking skills with attention to detail.
- Effective communication and interpersonal skills.
- Ability to work independently and manage time wisely.
