Job Details
Job Summary
The Office Operations Specialist plays a critical role in our company’s success and their strength lies in building deep partnerships with employees, customers, sales and their teams, and our vendors ensuring that all interactions with the company are uplifting and inclusive. This role will drive purpose for SWO’s Nashville office, allowing our employees, community, customers, and partners to utilize the space to its fullest potential.
As the first person our employees and customers will have contact with, your positive, friendly, and warm greeting puts people at ease and makes them feel welcome. In between assisting visitors and supporting our marketing, sales, services and support departments, your day will be fast paced, challenging, and rewarding. This role is made for those with excellent people skills and a passion for positivity.
This is an in-person position located in Milwaukee, WI. This role is in-office five days/week.
Role & Responsibilities
- Cultivate Culture: Create an office culture that promotes our core values and supports productivity and fun. Keep communication open with P&C office on the cultural pulse of the office.
- Employee Recognition: Coordinate employee recognition events or tasks in conjunction with local leadership and corporate internal leaders
- Office Management: Oversee all administrative duties in our Nashville office and P&C related requests to ensure that office is operating smoothly
- Interoffice Collaboration: Partner with the internal Marketing, Sales, Strategic Support Team, and HR teams to enhance the office experience and forge an emotional connection between employees and the brand
- Office Supply Management: Manage office supplies inventory and place orders as necessary
- Mail Management: Oversee receival and sorting of incoming mail and deliveries, and manage outgoing mail
- Governance: Ensure office policies and procedures are implemented appropriately
- Budget Management: Manage office budget
- Local Event Management: Liaise with Office Operations, Presidential Admin & Leadership Event Coordinator, and Event Specialist in coordinating and executing on-site corporate events, such as but not limited to company-wide catered lunches, meetings, lunch and learns, recruitment activities, leadership offsites, or customer meetings
- Meeting Management: Support in-office meetings by addressing the needs of the participants which could include meeting room set up, supplies, food and clean-up
- Venue Oversight: Liaise with Office Operations & Event Specialist in securing local event venues as required
- Continuous Improvement: Tirelessly strive to improve the office experience, recognizing areas of need, and formulating plans to execute solutions
- Stakeholder Management: Maintain relationship with facilities management and establish vendor contracts to address facility-related issues or needs (plants, light bulbs, AV maintenance, replacement, etc.)
- Kitchen Management: Oversee kitchen management, stocking beverages, snacks, and supplies on a regular basis
- Interoffice Collaboration: Work with leaders to support department needs and cross-departmental collaboration
- Request Management: Manage requests from employees and leaders related to administrative tasks
- Onboarding Support: Assisting with new hire onboarding and departure activities
- Emergency Management: Point of contact for emergency situations and notification back to P&C
- Wellness Activity Management: Coordinate with P&C to facilitate in-office health and wellness activities or other P&C activities (such as wellness fairs, benefit vendor visits, DEIB events, etc.)
- Reception: Greeting applicants and employee visitors
- Safety & Issues Reporting: Reporting safety or workers compensation incidents, and employee relations issues or concerns to P&C
- Compliance Management: Ensuring federal and local required postings are up to date and displayed
- Involvement: Participate on the safety team and culture team
Success Criteria
• Office admins support request completion rate
Organizational Alignment
Embrace the Strategic Support Team's Guiding Principles:
- Prioritize Our Customer's Needs
- Foster Team Development
- Uphold Governance & Service Standards
Uphold our leadership mantra: Accelerating Success, Making Your Job Easier.
This role reports to the Strategic Program Director. It has dotted-line reporting to the supported NORAM VP(s).
What we offer
- Generous pay with a bonus structure
- Independent environment without a lot of red tape where you are empowered to make decisions
- Substantial benefits package that includes:
- Medical coverage with competitive employer contributions
- Voluntary coverage including Dental, Vision, Pet, Legal, Identity, Accident & Critical Illness
- 401k program with employer matching 50% up to the first 10% of employee’s contributions
- Wellness Program, EAP, concierge services
- Abundant paid time off that includes paid holidays, floating holidays, your birthday off, a volunteer day, and vacation time
- Employee stock purchase plan
- Learning and development opportunities galore
- Tuition reimbursement
- And much more!
· Winning culture, inclusive environment, and friendly people all over the world
· A remote-friendly organization, with colleagues working remotely either part or full-time
SoftwareOne is a leading global software and cloud solutions provider that is redefining how companies build, buy and manage everything in the... Read more