We are adding to our team of talented and fun professionals. The Office Services and Facilities Manager is responsible for maintaining a professional and efficient office environment, receiving guests, providing overall administrative support, as well as providing property management for Liberty Land and 403 Liberty LLC. If you are interested please send your resume to hr@regroup.us.

REPORTS TO:

CEO & VP of Operations

DIRECT REPORTS:

No

DEPARTMENT:

Operations

FLSA:

Exempt

Accountabilities:

  • REGROUP
    • Professional and efficient maintenance and delivery of office services
    • Maintain accurate and up-to-date employee files & HR records
    • Maintain accurate and timely administration of benefits
    • Provide effective communication throughout the office regarding related matters
  • Liberty Land & 403 Liberty LLC
    • Manage expenses to budgets
    • Maintain a positive relationship with suppliers and tenants
    • Ensure a pleasant and well-maintained physical environment for tenants
    • Timely management of physical space needs and third-party requirements (fire, elevator, city inspections)

Regroup responsibilities (75%):

Office Management & Facilities (40%)

  • Maintain a safe, clean and secure working environment
  • Reception greeter, answer phone and route calls
  • Point person for maintenance, parking, mail, shipping, equipment, and errands
  • Maintain and track inventory and stock office supplies
  • Management of all office equipment in conjunction with IT
  • Approve office-related AP invoices
  • Manage relationships with agency vendors, service providers and landlord
  • Coordinate the maintenance and alteration of office areas, equipment and housekeeping of office facilities
  • Participate in the planning and execution of company events
  • Coordinate refreshments/meals for meetings upon request

CEO Support (15%)

  • Prepare travel, expense reports, mail, document execution and general daily admin support

HR Administration (10%)

  • Process all new employee and terminated employee paperwork
  • Prepare new employee onboarding and departure packets
  • Organize orientation and training of new staff members
  • Oversee adherence to office policies and procedures
  • Ensure business files are complete and in good order, both on site and off
  • Update info in Paychex for existing employees (address, exemption & bank changes)
  • Prepare and maintain HR records and ensure personnel files are up to date and secure
  • Update employee handbook via Paychex

Benefits Administration (10%)

  • Complete yearly compliance testing and Form 5500 through Paychex
  • Approves HR invoices (health, dental, life & LTD)
  • Provides HR employee deductions per employee for health, dental, life & LTD
  • Updates benefits records to insure accurate delivery of benefits
  • Actively participates in the renewal of annual health benefit and resulting participant communications
  • Manage employee additions/terminations for COBRA administration

Risk Management Administration (5%)

  • Business insurance admin
  • Request certifications
  • Incident reports
  • Claims admin

Travel Management (5%)

  • Arrange travel for employees as requested – flights, hotel accommodations, rental car, event registrations

Liberty Land & 403 West Liberty LLC Responsibilities (25%):

Property Management (25%)

  • Coordinate the maintenance of building and communal areas
  • Serve as the point person for Liberty Land building maintenance, contractors, supplies, equipment, etc.
  • Serve as the tenant contact for Liberty Land communications
  • Maintain supplier relationships, contract and contact information
  • Manage Liberty Land parking; assigns spaces, issues leases, maintains waitlist, snow removal, lot maintenance and general communication

Performance Metrics:

  • REGROUP
    • Accurate and up-to-date HR and benefits administration
    • Reception area presents a professional image
    • Guests are greeted cheerfully and immediately directed to the appropriate person
    • Kitchen is clean and orderly
    • Supplies are well organized and stored out of sight
    • Copiers and phone systems are well functioning at all times
    • Vendors, guests and team members are treated with kindness and respect
    • Supply expenses are managed to budget
    • Team requests are acknowledged immediately and handled efficiently
    • Business files are complete and in good order, both on site and off
  • Liberty Land & 403 Liberty LLC
    • Supplier and tenant relationships are positive
    • Common areas and building infrastructure are well maintained and functioning
    • Inspections are current
    • Expenses are within budget

Qualifications:

Education

  • Bachelor’s degree

Experience

  • Five years of office management experience (Advertising agency knowledge preferred)
  • Two years HR administration

Skills

  • Confidential, organized with attention to detail
  • Positive attitude
  • Able to handle pressure situations and meet deadlines
  • Understanding of facility operations
  • Team player
  • Proficient in MS Office
  • Workamajig is a plus

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to the job.

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