Facilities & Office Executive

The Facilities & Office Executive plays a key role in supporting the staff and senior management needs and concerns as well as maintaining the office. The Executive must develop and implement a cohesive and effective working environment and set business standards in place.

• Maintain the schedule and physical appearance of the office
• Manage the office billing, collaborating with Finance department
• Maintain updated floor plan, reconfigurations and internal moves
• Schedule and supervise vendor work onsite (3rd party cleaners in the office and vendor agreement)
• Assist & coordinate with office maintenance/repairs/electrician
• Actively participate in managing Social Committee events to help foster a relaxed, fun and charitable culture
• Establish business relationships with outside vendors for travel related matters
• Demonstrate flexibility at all times in using personal judgment and adaptability-approaching work related concerns
• Maintain a positive outlook with employees and visitor
• Report to Senior Management for budgeting and costs for maintenance issues and cost comparison for vendor usage
• Assist in coordination of office onsite & off-site programs
• Effectively collaborate with Admin group regionally & globally to ensure all aspects of office & pantry administration is handled
• Manage office support staff & any other ad-hoc tasks assigned

About You

• Excellent written, verbal and interpersonal communication skills
• Ability to be flexible and multi-task and prioritize effectively with shifting priorities and timeframes
• Proven judgement and decision making skills
• Demonstrated ability to maintain professional standards
• Great sense of responsiveness to the needs of the business
• Ability to work independently
• You bring a high level of energy, creativity and independent thinking.
• Team player with the ability to gain the confidence and cooperation of peers
• Proficient in Microsoft Office, use of inter- and intranet, teleconferencing, WebEx technology, etc.

Key Competencies:

• Technical knowledge and commercial acumen
• Quality and risk control
• Client service
• Teamwork