<p>Responsibilities</p> <p>The Manager, Office Services is responsible for leading a diverse set of functions related to both staff and property, to ensure that the organization and its facilities have the important resources needed to operate smoothly and efficiently.</p> <p>This position includes but is not limited to working to ensure the facility is properly managed and maintained, as well as planning for internal needs for meetings and private office spaces. Confirmation of daily and longer term related needed minor and major repairs or services. This position will also be the primary contact for any administrative processes. Work closely with reception, security, IT and other departments to orchestrate smooth, related operations for new hire employees, directors, executives and other pertinent groups.</p> <p>Essential Functions and Work Responsibilities</p> <p>Building & Grounds Administration - 40%</p> <ul> <li>Develops and enforces policies and practices that are consistent with the environmental issues of reducing waste and embracing a welcoming environment in both the building and grounds. </li><li>Enhances and documents office procedures and collaborates with Security and Compliance for safety and building procedures and policies. </li><li>Coordinates facility access and meetings for Board, Committee, Earnings and the Executive Leadership Team in addition to other special events held at the facility. </li><li>Ensures that kitchens, meeting spaces, common areas are kept tidy and clean in addition to overseeing the overall cleanliness of the building. Works with the janitorial team representatives to address cleanliness issues. </li><li>Manages the disbursement, inventory and stocking of office supplies and supplies in the kitchens and coffee bars. </li><li>Works with coffee service vendor on price and service issues, in addition to catering events. </li><li>Works with other locations to streamline processes around facilities management. </li><li>Inputting and managing work orders with property management company for any repairs or maintenance requests. </li><li>Works with Security for the building, including but not limited to, developing visitor protocols and security policies. </li><li>As safety ambassador, assists with execution of mandatory drills, including but not limited to fire, tornado and active shooter. </li><li>Works with safety to ensure current manuals are available and up to date. </li><li>Takes part in quarterly and yearly inspections of fire extinguishers, backflow, alarms and other building compliance requirements. </li><li>Works with security to test and maintain all Automated External Defibrillator (AED) machines daily. </li><li>Works with purchasing and vendors of printers to maintain contracts, supplies and proper function. </li><li>Serves as key contributor for office layout planning and office moves, along with managing and maintaining IT infrastructure. </li><li>Collaborates with architectural, engineering, design and planning teams to create functional and productive work and other business spaces. </li><li>Identifies opportunities for cost savings in assigned areas; recommends and implements policy or process changes as needed. </li><li>Oversees the disposal of unclaimed or surplus property. </li><li>Manages file storage onsite as well as at offsite facility. </li><li>Other duties as assigned. </li></ul> <p>Office Administration Function and Oversight - 30%</p> <ul> <li>Manages business relationships with corporate office vendors to include, but not limited to, courier services, document storage, document disposal services, and postage and mail services. </li><li>Monitores incoming meetings to ensure any guests, catering, A/V usage and additional printing or any other needs are met. </li><li>Ensures the maintenance and proper functioning of office equipment such as scanners, copiers, and other office machines located within the building. </li><li>Oversees process for assigning and maintaining filing cabinets, mailboxes, badges and keys. </li><li>Ability to access badge function and disbursement for all facilities. </li><li>Answering telephone calls and emails and directing them to relevant staff. </li><li>Oversees all departmental incoming mail and distribution as well as manage outgoing mail and packages. </li><li>Manages certified mail, postage and supplies. </li><li>Manages FedEx services, users, accounts and, supplies. </li><li>Manage incoming faxes, sorting and sending to appropriate departments or individuals. </li><li>Manages supply order process and ensures all common areas are maintained. </li><li>Coordinates and arranges all mail services both in and out of office which includes the maintenance of postage meters. </li><li>Other duties as assigned. </li></ul> <p>Supervisory Responsibilities: 20%</p> <ul> <li>Hires and trains clerical staff. </li><li>Organizes and oversees the schedules and timecards of receptionist. </li><li>Conducts performance evaluations that are timely and constructive. </li><li>Responsible for termination of employees as needed and in accordance with company policy. </li><li>Onboarding and equipment requests for new hires. </li><li>Ensuring all code of conduct, dress code, as well as proper protocol for conflict resolution are followed. </li></ul> <p>Executive Assistant Support: 10%</p> <ul> <li>Floater Executive Assistant support to the Executive Leadership Team. </li><li>Collaborates with meeting attendees to coordinate dates and times, reserves meeting space, provides the appropriate equipment / materials and provides hospitality services as needed for meetings. </li><li>Disseminates information and schedules meetings and maintains formal and informal working relationships in order to carry out the written and verbal directives of the Executive Leadership Team and their Executive Assistants. </li><li>Performs credit card reconciliations, prepares mileage and expenses reimbursement reports as needed. </li><li>Assisting in sending any documents or packages via mail, FedEx and courier. </li><li>Supports a wide variety of activities and confidential matters with discretion. </li><li>Provide other administrative support as necessary. </li></ul> <p>Travel Requirements</p> <p>Estimated Percent of time Spent - n/a</p> <ul> <li>Travel between local InnovAge worksites </li><li>Overnight travel out of state </li></ul> <p>Qualifications</p> <p>To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions</p> <p>REQUIRED</p> <ul> <li>Must have a high school diploma or equivalency </li><li>Minimum of five (5) years' experience managing the overall office and building maintenance functions of a similar sized building; or equivalent combination of education and experience. </li><li>Strong management skills and experience supervising staff or related experiences. </li></ul> <p>PREFERRED</p> <ul> <li>Bachelor's degree from an accredited college/university </li><li>Bi-lingual Preferred </li></ul> <p>Benefits</p> <p>InnovAge is dedicated to empowering seniors to live independently, allowing them to age in their own homes and communities safely. InnovAge offers an alternative to nursing homes through its Program of All-inclusive Care for the Elderly (PACE), which provides enrolled seniors with customized healthcare and social support at PACE Adult Day Health Centers. These centers are staffed by medical professionals who are committed to creating personalized care plans for each participant. At InnovAge, our team members are our greatest asset and have a significant impact on the lives of our participants every day. When you join InnovAge, you'll work alongside talented, respectful, and passionate colleagues within a patient-centered care model.</p> <p>InnovAge is committed to equal opportunity and affirmative action, and we strive to create a diverse and inclusive workplace. We consider all qualified candidates for employment without discrimination based on race, color, religion, sex, sexual orientation, gender identity/expression, national origin, disability, protected veteran status, pregnancy, or any other protected status. Salaries are determined by various factors such as qualifications, experience, and location, and do not include potential bonuses or benefits. Our extensive benefits package includes medical/dental/vision insurance, short and long-term disability, life insurance and AD&D, supplemental life insurance, flexible spending accounts, 401(k) savings, paid time off, and company-paid holidays.</p> <p>Applicants are considered until the position is filled.</p> <p>Posted Salary Range</p> <p>$64,500-$80,700</p>