Office Operations Manager

About Swiss Re

Do you enjoy going into the office each day to take care of all aspects of Office Operations and manage contracts?  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 overseeing all aspects of the Office Operations of Swiss Re's Fort Wayne, Indiana location in the CRES (Corporate Real Estate Services) department.  The Office Operations Manager will oversee third party contractors and vendors which includes reception and mail services.  This position will be located in Fort Wayne, Indiana.

Key responsibilities: 

• Manage relationships with key internal clients, vendors, and employees in the offices assigned to your portfolio
• Develop strong relationships with office site lead(s) to respond to local business needs and requests as trusted partner
• Key accountability for budgeting, forecasting and oversight of expenses for the office.  All phases of the budget are included:  creating the annual budget (including expenses and investments), processing invoices, and monitoring/review
• Strong understanding of corporate office leases is required.  Ensure that all contractual terms are entered into Swiss Re's internal tracking software (Planon)
• Understanding of building maintenance systems, infrastructure, MEP equipment and systems (HVAC, lighting controls, plumbing systems, BMS)
• Annually review landlord provided Operating Lease Reconciliation reports to ensure increases or credits are in alignment with the office lease terms
• Mange space allotments for each business unit within the office.  Oversee moves, onboarding, and offboarding within the workplace management tool (Planon)
• Manage all onsite health, safety and security for the office including managing fire and EAP (evacuation in place) drills.  Includes, taking the lead for the annual on-site safety and security review
• Serve as primary Swiss Re point of contact with building landlord and engineering staff, with responsibilities to include timely rent payments
• Oversee external vendors for catering/pantry services, security, cleaning and maintenance for offices within your portfolio.  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, you may be required to oversee office relocation projects as well as the decommissioning of vacated leased offices
• 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
• Responsible for roll out of any new technology as it pertains to CRES
• Coordinate with the events business partner as needed for large scale meetings or conferences within the offices

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 within 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. 

Essentials:

• Bachelor's degree or relevant work experience required
• Knowledge and management of building leases
• Knowledge of expense management and budget preparation required
• Project management experience required
• Minimum 5 years facility or property management and supervisory experience 
• Strong communications, verbal and written, required
• Proficient in MS Word, Excel and PowerPoint and able to work with business applications

Nice to Have:

• Environmental experience preferred