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Location: 

Miami, FL, US

 

Office Manager 


About Swiss Re
 

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.

At Swiss Re we combine experience with creative thinking and cutting-edge expertise to create new opportunities and solutions for our clients. This is possible thanks to the collaboration of our 15,000 employees across the world.

We offer a flexible working environment where curious and adaptable people thrive. Are you interested in joining us?

 

About the role

This role is responsible for the office operations management of Swiss Re's Miami, Fla and Alpharetta, GA. The Office Manager will oversee third party contractors and vendors which does include reception and mail services. This position will be located in Miami, Fla.

 

Responsibilities of position:

  • Manage relationships with key internal clients, vendors and employees.
  • Oversee the third party contract relationships through management collaboration and establish procedures and expectations.
  • Responsible for planning and monitoring of annual expenses of $4m. Review all invoices for the office and ensure the timely payment. Key accountability for budgeting, forecasting and oversight of expenses for the offices.
  • Manage space allotments for each business unit within the office. Oversee moves, on boarding and off boarding within the workplace management tool (Insight).
  • Manage all onsite health, safety and security for the office including managing fire and EAP drills, overseeing the maintenance of AED's and fire extinguishers and working on CPR and AED training.
  • Manage site business continuity plans ensuring appropriate procedures are documented and staff is fully trained.
  • Oversee external vendors for document management, food service, security, cleaning, and all office maintenance including monitoring performance, accountability, deliverables and invoicing as defined by proposal and/or contract.
  • Manage contractors for construction and infrastructure projects ensuring that works meets contract scope including all deadlines (project dates and budget).
  • 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.
  • Work with colleagues on Swiss Re CRES initiatives including Fit for Future.
  • Coordinate with the Events business partner as needed for large scale meetings or conferences within the offices.

 

Key Performance Indicators:

  • Annual Operations Survey results, % variance from budget, audit reports, office maintenance, contractor/vendor performance.

 

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 we constantly engage with internal and external experts and leverage individual skills and knowledge across our team to inform business decisions.

 

About you:

You are client oriented and are passionate about the experience that each of our employees has when they are in the facility.

You are a strategic thinker and are able to work with budgets.

You are creative and can think out of the box when necessary.

You know how to get teams together and get the job done.

You are able to manage a substantially remote location.

 

Requirements:

  • Bachelor's degree or relevant work experience required.
  • Bi-lingual in English and Spanish
  • 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,
  • Strong communications, verbal and written, required.
  • Proficient in MS Word, Excel and PowerPoint and able to work with business applications.

 

Swiss Re is an equal opportunity employer. It is our practice to recruit, hire and promote without regard to race, religion, color, national origin, sex, disability, age, pregnancy, sexual orientations, marital status, military status, or any other characteristic protected by law. Decisions on employment are solely based on an individual's qualifications for the position being filled.

During the recruitment process, reasonable accommodations for disabilities are available upon request. If contacted for an interview, please inform the Recruiter/HR Professional of the accommodation needed.

 

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Reference Code: 90530