The Manager of Conference & Office Operations will impact the NAM member and staff experience through the delivery of excellent office and event services. This position will oversee the day to day operations of the conference space, office services and the overall care, appearance, and maintenance of the NAM headquarters.
Position oversees the coordination of the conference center, managing over 500 events annually. This includes managing external groups, catering orders, room set-ups and coordination with the Meetings Management team and other departments. The position performs services such as mail room operations, ordering and maintaining offices supplies and stationary, stocking of supplies for the copier equipment and other similar office functions. The position is responsible for handling safety and security programs and issues, building management liaison, management of office service providers and contract negotiations/renewals, mailroom services, office supplies and facilities and equipment management.
This position also handles a variety of projects in support of the department including maintaining floor plans and OSHA compliance reporting for any on premises accidents. The position has supervisory responsibility in overseeing the Internal Meetings Concierge.
Day to Day Responsibilities:
Maintain an aesthetically pleasing, inspiring, and a well-functioning work space
Enhance the overall visitor and employee experience through innovative and creative events, food and beverage programs, and other amenities to enhance our work environment
Manage relationships with vendors
Research new vendors and negotiate fair contracts to ensure office operations run smoothly
Develop creative solutions to unique problems that pop up as we grow (e.g. all conference rooms are booked, space issues for new employees, etc)
Keep the office and kitchen well stocked with a constant rotation of snacks and supplies
Set up new employee’s work stations with equipment and greet them on their first day
Be the POC for employee’s regarding aspects of the office (e.g. desks, hardware)
Act as company liaison to property management and building contractors (security, parking, maintenance, cleaning, etc)
Prep conference rooms for on-site meetings
Develop processes that support our growth; document and distribute these processes company-wide
Assist VP in development and management of facilities budget, ensure accurate and timely reporting
Manage the Internal Meetings Concierge in a supervisory capacity
Conducts weekly inspection and walk-through of office space and submits work orders with building management on areas needing attention/repair/cleaning.
Point of contact to building cleaning and service crews, providing oversight of all contracted services.
Responsible for managing office vendor contracts and relationships, oversees services, with supervisory approval negotiates contracts, and oversees repair and maintenance schedules. This position is required to work after hours and on the weekends when any vendor is providing facility, maintenance or delivery services related to facilities management.
Oversees quarterly carpet cleaning and maintenance, as needed touch up or full painting, and coordinates with building management office glass cleaning schedules. This position is required to work off hours and weekends if these services are scheduled for those time frames.
Responsible for the management, maintenance and repair of the NAM’s facilities, working with supervisor and/or consultants/contractors on space planning, build-outs and budgetary matters related to facilities management. Some off hours and weekend work is entailed in insuring maintenance and light project work is completed to NAM standards.
Liaison with the property management on facility and office security issues.
Manage parking requests and liaison with parking management vendor to resolve issues or communicate parking operations information.
Arranges for furniture repair and as directed by supervisor, orders new accessories for offices or workstations.
Handles the delivery and pick up of office mail/packages at minimum twice daily- once in the morning and in the afternoon. Other pick up/delivery services may be required during the day, as needed.
Handles in-house mail distribution process, including timely delivery of incoming mail and packages and collection of outgoing mail from designated areas, ensuring field office mail is forwarded; assists staff and prepares packages for UPS, Federal Express and USPS.
Manage process for personal items/deliveries in the office are handled efficiently, notifying receiving party of items received in a timely manner and holding items in a secure area (mailroom) for pick up. Perishable items such as food and flowers are to be delivered on receipt or as soon as possible upon receipt.
Oversees office supply account, acts as administrator for the account setting up account users, approvers, reconciling invoices and processing for payment, handling distribution of supplies and returns.
Oversees the purchasing/procurement of office supplies and office equipment. Maintains list of printer and copier toner and orders same.
Maintains inventory of items in storage (envelopes, stationery, brochures, etc.). Allocates charges to appropriate departments and reconciles invoices for payment.
Manage the photocopying requirements of the NAM through in-house production capability. If requested, assist in overseeing the use of outside vendors to ensure that printed materials, including meetings and conference documents, are produced and distributed in a timely, efficient and cost- effective manner.
Manage postage meter usage and postage refills as needed.
Checks/verifies routine office services invoices and processes upon approval, with accounting in a timely manner.
Maintains and updates vendor contact list.
Provides project and copying/collating, stuffing and mailing assistance to the NAM staff as needed.
Responsible for maintaining common storage areas ensuring that others accessing the area keep supplies and other materials in a neat and orderly fashion; ensuring materials and furniture stored in common storage areas do not pose any fire or safety hazard. Periodically, clearing storage areas of excess items that are no longer necessary or needed as approved by the department who owns the materials.
Other facilities related projects as assigned.
Point of contact for building management and handles requests for service such as temperature issues, lighting, power outage and other similar occurrences.
Manages key card process with Secom responding to alarms, resolving malfunctions and other issues on behalf of staff.
Responds to and manages security issues as they arise.
Ensure fire extinguishers are inspected and meet safety codes. Educate staff on location and proper use of fire extinguishers.
The above list of responsibilities is representative of the position and is not intended to limit or preclude other responsibilities and tasks that may be associated with or added to the position.
Bachelor's degree preferred; high school diploma with relevant work experience in lieu of a degree accepted; a minimum of 3-5 years of experience directly related to office services;
Previous management experience in overseeing a small team to meet department objectives
Direct experience with event planning, event management and basic facility operations
Direct experience with contract development and management
Ability to create and convey staffing plans and facility operations tasks for events
Overall ability and willingness to oversee or provide support for any aspect related to the facility or events held within the company
Ability to inspect, maintain and manage a safe and functional facility
Ability to manage and coordinate repairs and maintenance projects in a timely manner with little or no interruption of services
Excellent communications skills, both written and verbal;
Strong project management and organizational skills;
Strong interpersonal relations;
Must maintain confidentiality;
Attention to detail and high degree of accuracy;
Computer proficiency with Windows, Microsoft Office Suite (Word, Excel and Power Point), and the Internet; Ceridian or similar HRIS experience a plus.
This position requires the ability to work varying shifts and/or weekends in order to supervise maintenance and other light renovations projects and support business needs
Position needs to be available after hours for the occasional facility or security matter that may need to be attended to or addressed.
Ability to handle pressure in a quality, service oriented and deadline driven environment.
The ability to lift 50 pounds regularly
About The National Association of Manufacturers
The National Association of Manufacturers (NAM) is the largest manufacturing association in the United States and one of the nation’s most influential advocates for manufacturing. By joining the NAM, you become part of a spirited and dynamic team that is driven to succeed. We recognize and reward our staff with competitive pay and annual performance-based bonus programs. We offer an outstanding benefits package that includes health, dental, and vision insurance, life, short-term and long-term disability, flexible spending accounts, SmarTrip, and a 401(k) Salary Deferral plan with employer match and contributions, and ample vacation and sick leave. Become part of a fast-paced team passionate about keeping the United States the world leader in manufacturing.