Job description
Office Manager
Millennium is looking for an Office Manager to manage the day-to-day operations in our newly established West Palm Beach Office (1 ½ floors / ~40K SF). The person will be responsible for establishing Millennium’s local presence in West Palm Beach, including managing relationships with local authorities and other organizations, along with the landlord, property manager and related vendors. They will be responsible for all office services, managing the facilities and administrative staff, including Reception and Portfolio Manager Business Support, mail and delivery services, purchasing and vendor management. The ideal candidate will be responsible for building solid relationships both internally and externally with employees and vendors.
Principal Responsibilities
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Open and run Millennium’s permanent office in West Palm Beach
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Lead the office management team and deliver service excellence for clients, guests and employees across all hospitality areas, including reception, conferencing and telephone and email communications
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Develop and maintain excellent relations with the building management team; Coordinate with building management staff on office maintenance and cleaning
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Manage vendors and negotiate purchasing for furniture, office equipment, supplies and hospitality services according to company policies and budget
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Ensure the highest quality of standards for a productive and engaging work environment and maintain a safe working environment
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Partner with Americas Regional Facilities and Engineering teams to ensure consistency of office experience, and maintain strong communication
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Perform basic office maintenance and repairs; handle preventive maintenance of facilities equipment including HVAC and office equipment and maintain inventory of pantry, kitchen supplies and office supplies
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Participate in project management for office build outs, moves and changes; update Office Space (seating tool)
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Primary point of contact for Security, Engineering, and coordination of response to local emergencies (e.g.: power outage, water leaks)
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Onsite during business hours (5 days a week) to ensure proper response and available 24/7 to supervise work that cannot be done during business hours (all work needs to be supervised)
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Follows firm’s daily procedure and protocols
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Liaison with Technology, handle booking Conferences, conference rooms and hotel stations for visitors into the office
Qualifications/Skills Required
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Candidates must have a bachelor’s degree in hospitality management, administration, facilities management or other related field
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5+ years of prior experience in a similar type position leading a team
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Quick learner with attention to detail, strong ownership of work and high level of accuracy
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Strong leadership skills and can work independently and effectively delegate tasks
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Strategic problem solver and experience with planning for long-term success of an organization
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Able to prioritize in a fast paced, high pressure, constantly evolving environment with a high sense of urgency
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Strong communication skills and the ability to interact with all levels of clients internally and externally
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