Office Operations Manager

About Swiss Re

Swiss Re is one of the world's leading providers of reinsurance, insurance, and other forms of insurance-based risk transfer working to make the world more resilient. We anticipate and manage a wide variety of risks, from natural catastrophes and climate change to cybercrime. At Swiss Re we combine experience with creative thinking and cutting-edge expertise to create new opportunities and solutions for out clients. This is possible thanks to the collaboration of our 15,000 employees across the world. We offer a flexible working environment where curious and adaptable people thrive. Are you interested in joining us?

About the role

This role is responsible for the office operations management of Swiss Re's Miami FL and Alpharetta, GA. The Office Manager will oversee third party contractors and vendors which does include reception and mail services. This position will be located in Miami, FL and travel to Alpharetta, GA once a quarter.

Key responsibilities:

• Manage Relationships with key internal clients, vendors, and employees.
• Develop strong relationships with office site lead(s) to respond to local business needs and requests as trusted partner.
• Oversee the third-party contract relationships through management collaboration and establish procedures and expectations.
• Responsible for planning and monitoring of annual expenses of $4M. Review all invoices for the office and ensure the timely payment. Key accountability for budgeting, forecasting and oversight of expenses for the offices.
• Mange space allotments for each business unit within the office. Oversee moves, onboarding and off boarding within the workplace management tool (Insight).
• Mange all onsite health, safety and security for the office including managing fire and EAP drills, overseeing the maintenance of AED's and fire extinguishers and working on CPR and AED training.
• Manage site business continuity plans ensuring appropriate procedures are documented and staff is fully trained.
• Oversee external vendors for documents management, food service, security, cleaning, and all office maintenance including monitoring performance, accountability, deliverables and invoicing as defined by proposal and/or contract.
• Recruit, hire and develop office staff. Develop staff in procedures and duties and work with third party vendors rearding expectations of staff.
• Manage contractors for construction and infrastructure projects ensuring that works meets contract scope including all deadlines (project dates and budget).
• Prepare Global management System reporting and complete audit requirements including ISO 14001 environmental reporting for the office. Manage green team meetings and initiatives for the office.
• Work with colleagues on Swiss Re CRES (Corporate Real Estate Services) initiatives including Fit for Future.
• Responsible for roll out of any new technology as it pertains to CRES.
• Coordinate with the events business partner as needed for large scale meetings or conferences within the offices.

About the team

The regional CRES team is a team of talented and motivated individuals based throughout the Americas. The team mange's all real estate and facilities operations and develops and provides professional solutions to our stakeholders at all levels of the organization. We are a trusted advisor and partner to ensure that high levels of service and standards are regularly exceeded. To achieve this we constantly engage with internal and external experts and leverage individual skills and knowledge across our team to inform business decisions.

About you

You are client oriented and are passionate about the experience that each of our employees has when they are in the facility. You are a strategic thinker and are able to work with budgets. You are creative and can think out of the box when necessary. You know how to get teams together and get the job done. You are able to manage a substantially remote location.

Essitials:

• Bachelor's degree or relevant work experience required
• Bi-lingual in English and Spanish
• Minimum 5 years facility or office management and supervisory experience with a track record in building employee relationships
• Strong communications, verbal and written, required
• Proficient in MS Word, Excel and PowerPoint and able to work with business applications

Nice to Have:

• Environmental experience preferred
• Knowledge of building leases preferred
• Project management experience preferred