Office Services Manager

Job Description

Location: New York

Reporting Relationships: The Office Services Manager reports to the Director, Office Services. 

Company Description

Hudson’s Bay Company is one of the fastest-growing department store retailers in the world.  In North America, HBC’s leading banners include Hudson’s Bay, Lord & Taylor, Saks Fifth Avenue, Gilt, Saks OFF 5TH, Find @ Lord & Taylor, and Home Outfitters. In Europe, HBC’s banners include GALERIA Kaufhof (the largest department store group in Germany), Galeria INNO (Belgium’s only department store group), and Sportarena. At HBC we are a company of adventurers who explore uncharted territory, challenge convention, and work with imagination and fun.  

Major Responsibilities

The Office Services Manager is responsible for implementing and overseeing all building-related programs, services and procedures.  Primary responsibilities are to supervise Office Services Coordinators and provide service and assistance to support building associates; including but not limited to: orchestrating associate office moves, equipment/furniture moves, overseeing building porters, supervision and assistance with meeting room setups, evaluation, ordering, and tracking of needed pantry, bathroom, cleaning and other miscellaneous supplies, supervising and executing any projects related to adjustments of building space in order to maximize associate experience and provide inviting, comfortable building environment.

Role responsibilities include:

• Facilitate and supervise issue resolution process achieving compliance with the Company’s policy standards. Respond to customer complaints exercising good service and judgment. Identify and recommend changes to improve efficiency while reducing cost.
• Oversee consistent maintenance and repair methods for all building components and maintain records.
• Oversee projects and supervise, plan and schedule activities of Office Services Coordinators, porters, handyman and other support staff monitoring tasks and projects to insure completion in a timely manner inviting office environment and building improvements.
• Enter, manage and evaluate status of all assigned tasks and projects in either HUB ticket system or Facilities Tracker to ensure timely response and execution communicating any concerns to Director.
• Produce reports from trackers to determine trends, plan workload scheduling and understand opportunities for improvement and change, make suggestions to Director
• Operate with a sense of urgency in order to correct issues which impact our associates’ environment, and report all facility issues that are not immediately repairable to Director Office Services.
• Develop and manage routine processes and systems to ensure constant monitoring of office areas and processes. 
• Facilitate and supervise moves of individual associates and departments as required. Update and manage office location tracking system.
• Oversee supply needs and ordering. Track usage and Weeks of Supply to determine the proper levels required and order scheduling to maintain appropriate levels required without overstocking.
• Track expenses by vendor, type, frequency and cost to provide reliable back-up for reconciliation of invoices and assist in managing budget.

Personal Characteristics

The successful candidate should be a respected and proven with a quantifiable track record of success in delivering results within a large complex organization.  He/she must have the ability to quickly assess a new environment and develop solutions that support the business strategy, critical objectives, and cultural norms. He/she must be creative with a strategic mindset along with the ability to turn concepts into action.  He/she must have strong relationship building and influence skills.  The successful candidate will be a change agent who is flexible, resilient, and able to thrive in a dynamic, rapid paced environment. He/she will embody a culture of taking smart risks and innovating to win.

Qualifications

Professional Qualifications

• Experience in facilities management
• Ability to train and develop team members
• Experience with Microsoft Office applications and Google Suite
• Ability to develop, implement and manage business processes
• Strong organizational and professional skills; ability to effectively communicate, work with and support internal and external service providers and customers as well as supervision and senior leadership

Educational Credentials

Applicable post-secondary education or equivalent

Travel

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