Senior Office Manager

Senior Office Manager – Facilities & Real estate

Seeking a dynamic Senior Office Manager who will make it a personal mission to create a welcoming work environment for employees and visitors while managing office-related matters around the company’s growth in its Gurugram office.  Enthusiastic, disciplined, motivated, and extremely organized are essential traits for this role.  The Senior Office Manager will support our Gurugram office to make things run smoothly in a fast-paced environment and continuous change.  The job is multi-faceted, but the primary role of the Senior Office Manager is to make it possible for other employees and teams to function effectively and efficiently. 

The position will be reporting to the Regional Director of Real Estate & Facilities.  An overall understanding of the GLG business and initiatives is needed to help drive team priorities.  The Senior Office Manager will oversee the department budget for this location.  The position requires strong organization and impeccable attention to details as well as the ability to see all the pieces of the puzzle to avoid possible complications.  There will be a wide range of other office management tasks and ad hoc projects significant to the business including project coordination.

Potential growth and expansion of this office requires this role to manage Gurugram Facilities Team (i.e. Facilities Assistant, Office Coordinator, and other support staff).  This person will provide performance evaluation and feedback as scheduled and/or required, and help employees set goals.  The manager is also responsible for planning and maintaining work and building systems, procedures, and policies that maximize the team’s performance.

Team Management and Communication:

Senior Facilities Manager must be competent and comfortable communicating and interfacing with GLG Facilities staff, building management and landlords, vendors and contractors, and executive management and local employees. Interaction and engagement include but is not limited to:

• Oversee facilities team and outsourced support to provide guidance, communicate initiatives, disseminate constructive feedback, and general supervision and training.
• Monitor and report on space utilization, office maintenance, and best practices.
• Ensure that landlord and property manager relationships are positively maintained.
• Engage with GLG local and visiting managers to maintain positive work environment and address facilities concerns necessary to support business functions.
• Create and disseminate email and other correspondence as needed to provide office with general facilities guidance and information acting expeditiously in emergencies and time sensitive occurrences.
• Lead new initiatives designed to improve the office and workplace experience, maximize internal work processes and engage facilities support staff to provide best in class service.
• Fluent in English is essential.

Project Oversight for Capital Projects (Space Planning, Design and Construction)

Fit-out of new office space and renovation of existing space is paramount to providing a productive work environment.  The Senior Office Manager should be adept at:

• Project oversight of vendors related to planning, design, and construction including outsourced project managers, architects, engineers, landscapers, among others.
• Direct project management and cost valuation of smaller interior renovations.
• Create project schedules, capital budgets, comparative scenario planning, presentation materials and vendor management.
• Compilation of costs and budgets for both large and small projects and overall anticipated annual capital expenditures including office refresh of paint and carpet, furniture and other maintenance items.
• Generate usage reports, establish budgets, and reconcile financials and invoices related to office projects.
• Able to read floor plans and create documents related to moves, adds and changes as well as have a general understanding of building systems and interior fit-out construction.

Office Operations:

• Manage office vendors and service contractors as the primary internal contact for all things workspace related including contracts related to food and beverage services, janitorial and other maintenance
• Responsible for managing office expenses and budget, scheduling expenditures, analyzing variances; initiating corrective actions
• Work closely with the Executive Assistants, Regional Director, and VP of Real Estate & Facilities to assist with basic office support functions as well as help with coordination of quarterly meetings and other types of events
• Assist with facilities requirements for on-boarding of new hires.
• Develop and oversee office support and facilities work systems, procedures, and policies as well as provide performance evaluation and feedback via coaching, counseling, and monitoring standards and special projects
• Oversee Safety & Emergency processes and maintain a safe and secure working environment by coordinating with emergency delegates and conducting bi-annual emergency drills
• Coordinate and execute internal moves with Corp IT, team managers, and employees
• Assist with office planning and construction management of fit-out of new office space or renovation of existing space
• An aptitude to prioritize workflow with limited supervision is essential
• Flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff
• Have a general understanding of building systems and interior fit-out construction

Role Requirements:

• A university degree required, preferably in a field related to facilities planning, design, construction, or hospitality planning
• 10 + years’ experience directly related to facilities, office management, and/or hospitality
• Project management experience and ability to read floor plans is necessary
• Experience working in a large-scale office environment, preferably an office size of 400 individuals or greater
• Self-motivated, extraordinary attention to detail, and an internal drive to produce high-quality work
• Must be extremely efficient, creative and resourceful while maintaining highest professional standards
• Good decision-making skills and the ability to function well under stress while working in a fast-paced environment
• Can-do attitude demonstrating willingness to accommodate executive and management requests and be flexible to change while maintaining rules and procedures dictated by outside parties
• Must have experience managing budgets as well as leading people and projects
• Strong verbal and written communication skills
• Highly skilled with Microsoft Office (Word / Excel / PowerPoint / Outlook)

Working Conditions: 

• Stand or sit for extended periods of time
• Ability to work under a moderate noise level (i.e., working on an open floor with printers, telephones, and computers).
• This role requires full-time in-office attendance