Dotted line responsibility for the Executive Assistant team on office related responsibilities, workload, coverage, development, and coordination of performance reviews and feedback from assigned leaders.
Contributes to the growth and development of all positions with administrative responsibilities.
Ensure the phone system is maintained and functioning effectively.
Oversee maintenance of printers, copiers, and other equipment.
Oversee desk and office setup for new hires and departures.
Manage office supplies and ordering (where not owned by the housekeeping vendor) to meet team needs, leadership expectations, and established budget.
Employee & Guest Experience
Deliver a Gold Standard experience for employees and guests, internally and externally, including:
Managing reception and hospitality.
Ensuring the reception area is guest ready and fully stocked at all times.
Ensuring all conference rooms and common areas are stocked and ready for internal and external meetings.
Managing food and beverage inventory, including ordering and waste management.
Managing office perk scheduling with support from the Guest & Office Experience Ambassador.
Support HR with new hire onboarding ensuring they receive office details, building access, parking passes, office tour, etc.
In partnership with Marketing;
Leading the planning and execution of client and industry events, including Truth suite events.
Building relationships for special events, sponsorships, and employee perks.
Leading the Events Committee to deliver Gold Standard employee events from monthly treats to the annual Holiday party.
Facilities Management
Serve as the company's primary contact with building management.
Evaluate facility needs and make recommendations to leadership for vendors and service requirements.
Manage facilities vendor contracts and renewals and ensure service and quality expectations are met.
Ensure the coordination of facilities maintenance, repairs, and preventive maintenance is executed effectively and to expected standards.
Manage the contracted day porter and other building service providers within their agreed service scopes.
Contribute to and recommend the annual office operations and facilities budget and manage the approved budget.
Serve as a primary point of contact for after-hours building emergencies.
Oversee building safety and security, including
Building access and security systems.
The development and execution of emergency plans and procedures for the office.
Building security vendor.
Maintenance all office records for insurance, permits, inspections, etc.
Document & Records Management
Manage all storage and document needs to ensure the confidential, organized, and efficient handling of client and company documents, including:
On site and off-site storage that is secure, organized, and retained and destroyed in accordance with FBMM standards and any legal retention requirements, including oversight of the FBMM Fire Safe.
Ensuring the maintenance of a current inventory of stored records, including what is stored, where it is located, and its retention and destruction dates.
Managing off site storage locations and the shredding vendor.
Oversee mail and banking related office functions, including
PO Box management and mail processing to ensure timely receipt and distribution of FBMM and client mail.
Shipping and courier vendors and contracts, so supplies and support are available to reduce the mailing and shipping burden on teams.
Receipt, scanning, and electronic deposit of checks by the administrative team, and schedule and execution of bank runs.
Qualifications
Progressive experience in office management or facilities operations; ideally 7+ years of experience.
Experience in Property Management in a Class A building environment beneficial
Prior experience setting up office operations, including creating processes and procedures, for a new office building or configuration.
Demonstrated experience leading and developing a team, including hiring, coaching, and performance management.
Experience managing vendor contracts and performance.
Prior experience with planning or leading an office move or new office build strongly preferred.
Prior experience in a professional services environment is a plus.
Successful candidate will dress and present themselves professionally and in line with FBMM's reputation and expectations.
High level of confidentiality and independent judgment required.
Physical Demands
Prolonged periods of sitting and working at a computer.
Extended screen time across multiple monitors and software systems.
Frequent movement throughout the office environment, including mail handling, supply management, and meeting setup.
May be required to lift or move items such as snacks/drinks, file boxes, mail, event supplies, or office materials over ten (10) lbs.
Extended periods of standing, bending, or twisting during building walkthroughs, event setup, facility vendor management, and administrative coordination.
Supervisory Responsibilities
This position has leadership responsibility for Office Administrators and Nashville Operations Administrative support staff.
This position has leadership responsibility for the Executive Assistant team on office related duties, overall workload, coverage, development, and performance management.
