Facilities & Office Manager

Location / Irvine, CA, United States

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The Company

Mavenlink is a rapidly growing, globally recognized SaaS company that provides technology, expertise, and support that enables organizations throughout the world to conduct business anywhere, with anyone. We believe every business deserves a chance to succeed in today’s fast-moving, connected economy. That’s why we set out to reinvent the way the world conducts business — and why we need people just like you.

Did we mention that Mavenlink is an awesome place to work? You’ll have the opportunity to work in an energetic environment with a smart team that loves what they do.

Job Summary

The Facilities & Office Manager is accountable for the supervision and delivery of various office support services within area of responsibility.  The Facilities & Office Manager is responsible for the service quality and productivity of their staff via feedback and direct observation. Where applicable, the Supervisor manages contracts and relationships with external vendors and/or commodities

The Role 
  • Accountable for the implementation, delivery and quality of various office management and facilities projects within the Mavenlink offices.

  • Manage positive relationships with all internal and external vendors and independently resolve escalated issues (responsible for the communication efforts to vendors such as changes, new services, incidences, etc.)

  • Responsible for assessing and optimizing facilities processes across all Mavenlink offices:

    • Help develop and implement processes, procedures and/or initiatives within area of responsibility. 

    • Monitor budgets, report variances and recommend corrective action.

    • Review and approve payment requests and vendor invoices as necessary.

    • Provide data on operational effectiveness to management as needed.

    • Evaluate systems and policies; initiate change when necessary.

    • Problem-solve by drawing on knowledge of other departments utilizing network of contacts.

  • Responsible for office management of all Mavenlink HQ (Irvine, CA) programs:

    • Manage all matters pertaining to reception and utilities; such as key fob requests and service/maintenance issues
.

    • Interact with vendors to order and restock office supplies and snacks
.

    • Manage shipping & receiving vendors and employee shipment needs.

    • Schedule and manage daily lunch caterers and snacks for all Irvine based employees. 

    • Submit support tickets to building management and/or work with external vendors to address facilities needs/repairs.

    • Maintain a well-kept office through direct management of janitorial and maintenance/services vendors.

  • Responsible for people management processes to include career counseling, performance management, training development needs. Manage resources to ensure the delivery service levels are achieved across all Mavenlink offices:

    • Establish and prioritize tasks for the team

    • Identify and share best practices with the team

    • Select preferred vendors and negotiate multi-office contracts
  • Use judgment to anticipate customer service needs, resolves non-routine issues and take action accordingly.

  • Perform administrative tasks.

  • Oversee and assist with onboarding of new hires.


Requirements

Physical exertion including, but not limited to climbing, bending, pushing, pulling, standing, sitting and walking.  May lift and/or move objects and materials of various weights
  • Ability to take initiative and successfully lead others (small group of people).

  • Strong customer service skills.

  • Strong interpersonal, communication and problem-solving skills.

  • Positive attitude and a high degree of self-confidence.

  • Self-motivated.

  • Ability to work well with all levels of management, staff and external service providers/vendors.

  • Knowledge of contract management (preferred but not required).

  • Are passionate about the technology industry, maybe you've even worked at other SaaS companies before.


  • Enjoy being the point of contact for office needs
.

  • Understand administrative principles, office procedures, and equipment.

  • Respect confidentiality and diplomacy
.

  • Love looking for ways to streamline and simplify day-to-day business operations
.

  • Are adaptable, creative, and enjoy taking ownership of the outcome.

  • Strong computer skills (proficiency in MS Office and Google Applications)
.
Mavenlink is an Equal Opportunity Employer.
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