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New York, NY, US

Workplace 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. 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

This role is responsible for the office operations management, with direction from the CRES Office Manager of the Swiss Re's office(s).  The Workplace Manager will oversee the office, vendors and manage the building issues as it pertains to coordination with the Landlord's offices. The position is based in New York City, NY.


Responsibilities of position:

  • Oversee the facilities operations for Swiss Re's office(s), including: Landlord liaison, vendor relationships (cleaning, vending, security, audio visual).
  • Maintain the office including general housekeeping, fine cleaning as described in and work with vendors and Landlord to ensure the office upkeep. Complete daily rounds to ensure suite is well maintained and report any deficiencies to the appropriate party for correction and or pricing. Maintain reporting to include corrective actions of identified items during round inspections.
  • Manage relationships with key internal clients, vendors and employees.
  • Review all invoices for the office and ensure the timely submittal by vendor for payment.
  • Collect documents for condition sheets as well as enter Purchase Orders.
  • Ensure all vendor Certificates of Insurance are on file and up to date.
  • Manage space allotments for each business unit within the office. Oversee on boarding and off boarding within the workplace management tool (inSite); locker management; Fairpark profile.
  • Manage all onsite health, safety and security for the office(s) 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.
  • Manage NYC Share point site, records retention file.
  • Oversee external vendors for document management, security, cleaning, and all office maintenance including monitoring performance, accountability, deliverables and invoicing as defined by proposal and/or contract.
  • Schedule vendor preventative maintenance as outlined in the CRES NYC calendar; this includes kitchen appliances (monthly), supplemental air conditioning (monthly), UPS (semi-annual) and plant maintenance (weekly).
  • Coordinate and manage Fairpark seating application for onsite employees and visiting employees.
  • Review Contact One tickets and ensure timeliness of resolution and closure. Escalate tickets that need Office Manager's oversight and resolution. Ensure that tickets do not breach for NYC location.
  • Maintain NYC Facilities Calendar and ensure all vendor and internal work is captured and tracked as well as maintain NYC Vendor Contact List.
  • Assist with documentation collection annual environmental audit.


Client Services

  • Works with Events Partner on high level meetings and conferences in NYC. This includes set up, hospitality support for entrance and VIP services for Board members.
  • Works with executive assistants regarding the needs of managing directors and Board members.
  • Assists business units on special needs, for example HR intern recruitment, Tech Day, Travel Fairs and Digital Days. This includes the coordination of the office set up.


Key Performance Indicators:

Annual Operations Survey results, 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


About you

This role is responsible for internal client relationships and the real estate operations management for the New York City office. This role is full time and onsite.


Requirements: Bachelor's degree or relevant work experience required.

  • Minimum 3 years facility or office management experience preferred with a track record in building employee relationships.
  • Strong familiarity with corporate support functions, contract management and vendor relationships preferred.
  • Some Project management experience preferred.
  • Strong communications, verbal and written, required.


Proficient in MS Word, Excel and PowerPoint.


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.


Reference Code: 108304 


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