Senior Manager, Office Services
Atlanta HawksAtlanta, GA
Full Time Job
At the Atlanta Hawks & Philips Arena, our team is changing the game and entertaining our fans in and out of the arena. As an organization, we rock a bold attitude that focuses on teamwork, authenticity, & innovation. The fans are our passion, and their positive experiences are what propel us to create awesomeness. We work hard and run fast, yet we take the time to appreciate the details in the work we do and celebrate our successes. At the end of the day, we are an entertaining group that strives to do things a little differently and stand out.
The Senior Manager, Office Services is responsible for overall front office activities including Reception areas, mail, large purchasing requests and facilities. The position is also responsible for directing and coordinating office services and related activities, including developing and managing programs for the maximum utilization of services and equipment.
Office Space Utilization
o Manage office space utilization and keep each floor blueprint up-to-date.
o Assist in managing on-boarding process for new hires.
o Assign office space to departments as necessary when requirements change or a new person joins the team.
o Coordinate with IT and external resources to ensure the space is ready for team members to occupy on the prearranged date.
o Supervise Receptionists to ensure effective telephone and mail communications both internally and externally project the brand image of the Company.
o Partner with Executive Administrative Assistants to ensure efficiency of departmental support needs.
o Negotiate the purchase of office supplies, furniture and office equipment in accordance with purchasing policies and budgetary restrictions.
o Oversee break-rooms on all floors and maintain a consistent level of cleanliness, supplies and other amenities that are included for the use of team members.
o Oversee vendors who provide non-event cleaning, trash removal, and recycling.
o Develop an office supply inventory plan and purchase all approved categories. Handle the ordering of special items requested by departments. Establish min/max inventory levels and manage the storage and distribution of office supplies.
o Oversee vendors who perform maintenance on all office equipment to include copy machines, faxes, postage meters, etc. Ensure adequate supplies for each.
o Coordinate with Arena Maintenance the general repair of office equipment, office space or furniture not covered by a vendor service agreement.
o Manage all local courier, shipping including overnight, and mail delivery at 101 Marietta, the Arena and coordinate the logistics to the Practice Facility and Gateway Center.
o Collaborate with all departments to define procedures for retention, protection, retrieval, transfer and disposal of records/file/equipment. Provide administrative oversight for the process.
o Organize and manage all on-site and off-site storage. Monitor utilization of space and eliminate and consolidate off-site locations to minimize expense and maximize utilization.
o Develop a schedule of leases that includes expiration date, accountable department and purpose. Monitor schedule to ensure timeliness of renewals.
o Oversee all on-site parking for employees and handle the assignment of spaces in the various parking locations. Coordinate with the Safety and Security team as appropriate.
o Develop and maintain a relationship with building management to keep us informed of items related to the building including elevator access, HVAC controls, etc.
o Stay current with best practices in the provision of Office Services, strategies, industry standards and regulations including working with Safety and Security on creating a safe place to work. Responsible for all administrative activities provided by Office Services.
o Invoice Approval – Approve invoices via API for office related expenses.
o Create a master list of all company vehicle assignments including owned, leased or on assignment from trade partner that shows vehicle location and use.
o Develop and administer a vehicle maintenance program that includes safety inspections, regular maintenance, usage tracking and accident reporting.
o Maintain a list of all drivers of company vehicles and coordinate with Legal and HR to ensure we have appropriate vehicle registrations and tags, insurance coverage and the initial DMV/MVR reports have been completed on new drivers.
• Strong writing and communication skills.
• Attention to detail.
• Creative mind with ability to suggest improvements.
• Knowledge of office administration responsibilities, systems and practices.
• Ability to develop and manage the Office Services budget.
• Project management skills; ability to prioritize & manage multiple projects.
• Maintain and expand professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks and participating in professional societies.
Mandatory proficiency in:
o Microsoft Office
o Computer skills/experience
o Various pieces of office equipment we use
• Strong decision making and organizational skills with a high level of initiative.
• Bachelor's degree or equivalent with at least four years previous office management experience in a fast-paced environment.
• Clear driving record and current driver's license.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
• How did you hear about this job?
• Were you referred by a current Atlanta Hawks & Philips Arena employee? If so, who?