Office Manager

About the Team:
The Regional CRES (Corporate Real Estate & Services) team is comprised of talented and motivated individuals based throughout the Americas. The team manages all Real Estate and Facilities operations, while providing professional solutions to our stakeholders at all levels of the organization. CRES contributes to the attraction and retention of talent, as well as motivating employees by creating a positive and powerful work environment, where people can grow and thrive. Our focus therefore lies on work experience, rather than just the workplace or work environment. We are a trusted advisor and partner, ensuring high levels of service and standards are regularly exceeded. To achieve this, we regularly engage with internal and external experts, leverage individual skills and knowledge across our team to make informed business decisions and recommendations.

About the Role:
We are looking for a highly motivated Office and Facility operations professional with at least 10 years of work experience. Core responsibilities will include, budget management, customer experience, landlord management, project management and building maintenance all while leading a team of third part contractors and vendors, that will manage a 3,500 sqm. facility.

As the Office Manager of CRES Mexico, you will be responsible for internal client relationships and Facility Operations located within the Mexico's office, working on a wide variety of facility operations, various infrastructure and service projects, and initiatives across Swiss Re's lines of business. As a member of the Corporate Real Estate & Services (CRES) Americas team, you will support the Head of CRES Mexico, Colombia and Brazil Region in creating and developing an environment of continuous improvement and professionalism when interacting with our stakeholders and external partners.

Responsibilities of Position:

• Manage relationships with key internal stakeholders, employees, and tenants for Mexico's office.
• Develop strong relationships with office site lead(s) and executives to respond to local business needs and proactively engage stakeholders as a trusted partner.
• Key accountability for budgeting, forecasting and oversight of expenses for the office including office supplies inventory. Budget responsibilities include creating the annual budget (expenses and investments), processing invoices, and monitoring.
• Strong understanding of corporate office leases is required.
• Landlord and Property Management responsibilities include invoicing tenant for rent and any additional charges, as well as maintenance of the Tenant Handbook.
• Strong understanding of building maintenance systems, infrastructure, MEP equipment and systems (HVAC, lighting controls, plumbing systems, etc.).
• Monitor and manage data and reporting from Integrated Workspace Management Systems (IWMS) such as space allotments for each business unit within the office, office moves, onboarding and offboarding workspace changes, and lease data management.
• Manage risk for the site, providing regular risk control assessments and appropriately reporting, and working to resolve, any incidents and/or operational events.
• Manage site Business Continuity Plans ensuring appropriate procedures are documented and staff is fully trained, including, taking the lead for the annual onsite safety and security reviews.
• Oversee Global Management System reporting and ensure the team completes audit requirements including ISO 14001 environmental reporting for the office.
• Coordinate with the Events Management Team for all Mexico, conferences, events, and large-scale meetings.

Financial Knowledge:

• Requires in-depth knowledge of financial terms and principles. Ability to calculate complex figures.
• Responsible for budgeting, forecasting, planning, and monitoring annual expenses, and reviewing all expenses and invoices for the office to ensure timely payment.
• Meets all savings goals and adheres to approved budget.
• Conducts financial/business analysis including the preparation of reports for the Head of Mexico, Colombia and Brazil Region.

Vendor Management:

• Partners with internal vendor managers to oversees external vendors for catering/pantry services, cleaning, and facility maintenance for Mexico's office. 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).

• Collaborates regularly and as needed with the Procurement team to ensure all contracts comply with Swiss Re's standards.
• Manages contractors for construction and infrastructure projects ensuring that works meets contract scope including all deadlines (project dates and budget).
• External staff 6 members.

Supervisory Responsibilities:

• Manages a team with members both onsite.
• Provides feedback and coaching to create and implement team development plans to continually improve job skills and behaviors.
• Mentors and coaches team members to further develop competencies. Leads by example and models behaviors that are consistent with the Swiss Re's values.
• Interprets and communicates goals and direction to team members in alignment with CRES strategy, sets achievable goals that are linked to team objectives.

Communication Skills

• Exceptional written and verbal communication skills.
• Ability to comprehend, analyze, and interpret complex business documents.
• Ability to make effective and persuasive presentations on complex topics to employees, clients, and senior management.
• Ability to motivate and negotiate effectively with stakeholders and employees.
• You must be comfortable networking with new people.

About you:

• Bachelor's degree or a minimum ten (10) years of real estate and facility management experience in a global and highly professional environment.
• Project Management skills including construction and fit-out experience.
• Demonstrated experience building customer/client relationships and creating achievable solutions.
• Strong knowledge of lease language to comply with property standards and adhere to lease provisions.
• Excellent verbal and written communication skills including strong presentation skills, ability to write professional documents in a clear and concise manner.
• Expert in MS Outlook, Word, Excel, PowerPoint, and Teams.
• Experienced in working with integrated workplace management system (IWMS).

Swiss Re does have a flexible work policy, but due to the nature of this role, on-site presence is important for stakeholder management.