HIMSS

Facilities and Office Services Manager

Job Locations US-IL-Chicago
Job Post Information* : Posted Date 1 month ago(9/16/2021 11:25 AM)
ID
2021-1157
# of Openings
1
Business Unit
Corporate Services

Your Challenge:

The Facilities and Office Services Manager will oversee and manage the daily operations of the facilities services team.  Develops procedures and policies for the delivery of office services such as document processing and retention, mail and messenger, office equipment, purchasing, facilities moves, and maintenance and real estate lease reviews that meet the needs of the organization. Based on data, trends and insight evaluate and recommend changes or additions to service offerings and equipment to manage costs and achieve efficiencies. Manage suppliers to ensure the best options for pricing products or services. Additionally, the Facilities and Office Services Manager directs and develops the staff to deliver services that meet business requirements. This position will directly manage all facilities in the USA (currently: Chicago, Denver, Arlington, Burlington, New York) and outside of the USA (currently: Germany, Singapore, United Kingdom, Spain).

 

Essential Functions:

  • Lead the facility services team in our Chicago headquarters and ensure the office is operating smoothly;
  • Create annual operating budgets (including OPEX and CAM analysis) and manage to those budgets;
  • Oversee the facilities maintenance and repair for all office locations, including offsite storage facilities - domestically and internationally;
  • Oversee office layout planning, design, construction, and office moves, and work closely with IT on managing and maintaining IT infrastructure;
  • Manage office supplies inventory and place orders as necessary;
  • Proactively direct the implementation and execution of local office initiatives, as well as coordinate global office initiatives;
  • Identify opportunities for process and office management improvements, and design and implement new systems to improve service delivery;
  • Develop and implement policies and procedures regarding security and safety, including audits, inspections, BCP, disaster backup and recovery, scheduled maintenance, conducting safety-related training, and maintaining emergency preparedness communications with employees across the organization;
  • Directly manage the reception area for our US headquarters and ensure compliance with our global security access and badge system.

What you will need to be successful:

  • Bachelor’s degree preferred or equivalent additional work experience.
  • A minimum of 5 years proven success and experience managing office services with some facilities management experience in an organization of comparable size.
  • Demonstrated project management capabilities.
  • Prior experience with developing and managing budgets, facilities build‐outs, space planning, and furniture purchases preferred.
  • Proven track record in vendor negotiations and competitive bidding.
  • Must be able to interact with vendors and property managers to resolve problems and to get repairs and services.
  • Must be able to multi‐task under pressure and time constraints, as well as adjust and respond to unscheduled events, and resolve issues quickly and professionally.
  • Highly developed oral and written communication skills are required.
  • Must be able to maintain composure and exhibit an excellent customer service attitude.
  • Strong computer skills in Microsoft applications including Word, Excel, PowerPoint, and Outlook;
  • Prior experience in emergency evacuation is preferred.
  • Occasional travel to other offices and occasional weekend or evening work required.

Why we love HIMSS, and why you will, too:

  • Our talent anywhere philosophy allows employees the flexibility to work virtually on an as-needed or permanent basis.
  • Competitive, comprehensive healthcare coverage.
  • Generous paid time off, including time off to volunteer!
  • 401(k) with employer match and profit sharing.
  • Be Well! Lifestyle reimbursement program.
  • Tuition reimbursement and professional development programs.

 

Are you a Changemaker?

We’ll do amazing things for healthcare.

 

HIMSS is an Equal Opportunity Employer, including Vets/Disabled

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