Facilities & Office Manager

Palm Beach Facilities / Office Manager

Overview:

We are seeking a proactive and detail-oriented Facilities and Office manager to oversee daily operations and maintenance of a corporate office building in Palm Beach, Florida. This dual-role requires a blend of property management skills and office administration expertise. The ideal candidate will ensure the smooth functioning of the office environment while also managing property-related projects and maintenance.

Facilities Management:

• Oversee the maintenance and repair of office infrastructure, including HVAC, plumbing, electrical systems, landscaping, and general building upkeep.
• Coordinate with external vendors and contractors for repairs, maintenance, and upgrades. Including oversite of after hours or weekend work, as required.
• Conduct regular inspections to ensure compliance with health, safety, and environmental regulations.
• Manage facility-related budgets, track expenses, and negotiate service contracts.
• Respond to facility-related emergencies or employee needs and resolve issues promptly.
• Interact with local jurisdictions and building-ownership regarding property updates, repairs and invoice reconciliation.

Office Management:

• Serve as first point of contact for visitors or guests; answer, screen, and transfer incoming calls or field any inquiries.
• Partner with 3^rd party security contact for visitor management and building security oversite.
• Manage office supplies and pantry inventory, including ordering, stocking, and purchasing items. Manage in-office lunch orders, as provided by the firm, daily.
• Oversee office occupancy and seating plans for regular employees and visitors.
• Work closely with on-site colleagues including IT for any technology needs, including making sure all office equipment is properly working.
• Coordinate conference room bookings and ensure meeting requirements are met for AV, catering, etc.
• Maintain office cleanliness during business hours, manage vendor relationship for after hours cleaning via third party provider.

Qualifications:

• Proven experience in facilities management and office administration.
• Strong knowledge of building systems, maintenance procedures and local regulations, with preference to Palm Beach management for unique climate-driven maintenance.
• Excellent organization and multitasking skills with attention to detail.
• Effective communication and interpersonal skills.
• Ability to work independently and manage time wisely.