Office Operations Manager

Swiss Re is one of the world’s leading providers of reinsurance, insurance and other forms of insurance-based risk transfer, working to make the world more resilient. We anticipate and manage a wide variety of risks, from natural catastrophes and climate change to cybercrime. We cover both Property & Casualty and Life & Health. Combining experience with creative thinking and cutting-edge expertise, we create new opportunities and solutions for our clients. This is possible thanks to the collaboration of more than 14,000 employees across the world.

Our success depends on our ability to build an inclusive culture encouraging fresh perspectives and innovative thinking. We embrace a workplace where everyone has equal opportunities to thrive and develop professionally regardless of their age, gender, race, ethnicity, gender identity and/or expression, sexual orientation, physical or mental ability, skillset, thought or other characteristics. In our inclusive and flexible environment everyone can bring their authentic selves to work.

About the role:

As an Office Operations Manager, you will oversee all aspects of facilities services and operations of a Swiss Re Office, in addition to leading vendor management programs and governance elements that ensure our vendor partners are delivering exceptional services. 
In this role, you'll build relationships, include stakeholders in the process by facilitating agreement and consensus from leaders with diverse opinions, drive strategy, and keep information circulating.

Responsibilities of position:

• Manage relationships with key internal clients, vendors, and employees in the Kansas City, MO office with additional oversight for the Dallas and Houston offices. This role is located in Kansas City, MO. Requires the ability to deal with all stakeholders, including senior level management and internal partners.  *Depending on location; stakeholders in your area of responsibility could be up to 400.
• Develop strong relationships with office site lead(s) to respond to local business needs and requests as a trusted partner.   
• Recruit, hire and develop office staff. Develop staff in procedures and duties and work with third party vendors regarding expectations of staff.
• Responsible for planning and monitoring of annual expenses of $3.5 million. Review all invoices for the office and ensure the timely payment.  Key accountability for budgeting, forecasting and oversight of expenses for the office.  All phases of the budget are included:  planning, processing, and monitoring/review.   Also, responsible for creating vendor contracts, vendor setup, requisition setup, and PO distribution and ensuring that payments are made in a timely manner.  On-target budgeting, not just being under budget is critical to this role, which include monthly tracking reviews Asset management and inventory control are also required.  Additionally, knowledge of basic accounting techniques for expenses such as accruals and prepayments would be beneficial.
• Manage space allotments for each business unit within the office. Oversee moves on-boarding and off-boarding within the workplace management tool.
• Serve as primary Swiss Re point of contact with building landlord and engineering staffs, with responsibilities to ensure timely rent payments. 
• Manage Swiss Re global and America's region communications via office digital signage tools.
• Manage all onsite health, safety and security for the office including managing fire and EAP drills.  Oversee the maintenance of AED's and fire extinguishers; coordinate 1st Aid/CPR and AED training.
• Manage site safety and security plans; ensure appropriate procedures are documented and staff is fully trained.
• Oversee external vendors for catering/pantry services, security, cleaning, and all office maintenance.  This includes monitoring performance, accountability, deliverables and invoicing as defined by proposal and/or contract. Ensure all vendors meet Service level agreements (SLA’s) and Key performance indicators (KPI’s).
• Manage contractors for construction and infrastructure projects ensuring that works meets contract scope including all deadlines (project dates and budget). Depending on lease activity in the region, may be required to oversee office relocation projects as well as office decommissioning.  
• Prepare Global Management System reporting and complete audit requirements including ISO 14001 environmental reporting for the office. Manage green team meetings and initiatives for the office.
• Coordinate with the Events business partner for all Kansas City conferences, events, and large-scale meetings.
• Ensure all vendor maintenance records and Certificate of Insurance (COIs) are managed and stored correctly in the life cycle management tool
• Responsible for roll out of any new technology as it pertains to Corporate Real Estate Services
• Key Performance Indicators:  Annual Operations Survey results, project audits, % variance from annual budget, Internal Environmental Management reporting deadlines.

About the team:

The Regional CRES team is a team of talented and motivated individuals based throughout the Americas. The team manages all Real Estate and Facilities operations and develops and provides professional solutions to our stakeholders at all levels of the organization. We are a trusted advisor and partner to ensure that high levels of service and standards are regularly exceeded. To achieve this, CRES team constantly engages with internal and external experts to leverage individual skills and knowledge across our team to inform business decisions.

 About you:

Do you enjoy working with stakeholders and coming to work each day to a different challenge/project?

This role is responsible for internal client relationships and the real estate operations management for the Kansas City location.

Requirements:

• Bachelor's degree or relevant work experience required.
• Minimum 5 years facility or office management experience preferred with a track record in building employee relationships.
• Environmental experience preferred.
• Minimum 5 years supervisory experience.
• Knowledge of building leases preferred.
• Project management experience preferred.
• Excellent communication skills, verbal and written, required.
• Very Proficient in MS Word, Excel, and PowerPoint.
• Swiss Re does have a flexible work policy, but due to the nature of this role, on-site presence is important for stakeholder management.