Office Manager

Job Description

Company: Company 3
Position: Office Manager
Location: Hollywood, CA
*Pay Range: $68,000 - $70,000 USD annually

The Facilities Office Manager will be responsible for the staffing and management of our janitorial and receptionist team members at our Santa Monica and Hollywood studios. The Manager will coordinate with third-party security vendors and will provide support to facility managers as needed. This position requires excellent communication skills, strong leadership capabilities, and the ability to handle multiple tasks efficiently. The Office Manager will report directly to the Vice President of Facility Operations

This position will require working in our studios on a regular basis. You will be required to travel and work out of our studios in Santa Monica and Hollywood, as needed. You must be willing to work extended hours, weekends and holidays, as necessary per business needs.

MAIN DUTIES:
The Office Manager will be responsible for staff management, vendor management, and facility support. Their duties include recruitment and hiring, training and development of staff, and scheduling and coordination of staff. They will be managing relationships with third -party vendors, reviewing and negotiating contracts with security vendors, as well as providing assistance to facility managers, supporting in both LA facilities as needed. Their duties are outlined below:
Staff Management:
Recruitment and Hiring:
• Develop job descriptions and post job openings for janitorial staff and receptionists.
• Conduct interviews and hire qualified candidates.
• Onboard new employees, ensuring they are well-integrated into the team and familiar with their responsibilities.

Training and Development:
• Provide initial and ongoing training to janitorial and receptionist team members.
• Develop and implement training programs to enhance skills and performance.
• Monitor staff performance and provide constructive feedback.
• Manage, coach, mentor and motivate teams effectively.

Scheduling and Coordination:
• Create and manage work schedules for janitorial and receptionist team members.
• Ensure adequate coverage for all shifts and manager scheduling conflicts or changes.
• Coordinate staff activities and tasks to ensure efficient operation.

Vendor Management:
Security Vendor Coordination:
• Manage relationships with third-party security vendors.
• Coordinate security schedules and ensure compliance with contractual obligations.
• Monitor the performance of security personnel and address any issues promptly.

Contract Management:
• Review and negotiate contracts with security vendors.
• Ensure all agreements comply with company policies and standards.

Facility Support:
Assistance to Facility Managers:
• Provide support to facility managers of both Los Angeles facilities as needed.
• Assist with facility maintenance, repairs, and upgrades.
• Help coordinate special projects and events within the facilities.

Administrative Duties:
• Maintain accurate records of staff schedules, vendor contracts, and facility operations.
• Prepare reports on staff performance, facility needs, and vendor compliance.
• Handle correspondence and communication with staff, vendors, and management.

WHAT YOU BRING:
The ideal candidate will have demonstrated experience in a supervisory or managerial role. They must have strong leadership skills with the ability to manage, coach, mentor and motivate teams effectively under challenging conditions, and have demonstrated experience in staff recruitment, training, and management. They will have prior experience managing third-party vendors, particularly in security services, and have the ability to effectively interact with all levels of management, vendors, guests and visitors. Additional desired skills include:
• Ability to multi-task and problem solve in a fast-paced environment
• Ability to anticipate needs and shift priorities; adaptability; acute attention to detail
• Strong time management skills.
• Demonstrated experience working collaboratively and communicating effectively with others.
• Strong inter-personal skills, meticulous, always organized and ability to work calmly and professionally especially during high pressure situations.
• Strong proficiency with Microsoft Office software, including Word, Excel, PowerPoint and Outlook.
• Educational background in administration, management, or a related field preferred.
• Familiarity with facility management is a plus.

Jobcode: Reference SBJ-rj3kqe-3-148-108-244-42 in your application.