Pew Research Center is a nonpartisan fact tank that informs the public about the issues, attitudes and trends shaping America and the world. It conducts public opinion polling, demographic research, media content analysis and other empirical social science research. Pew Research does not take policy positions. It is a subsidiary of The Pew Charitable Trusts. Pew Research Center’s work is carried out by a core administrative and publishing unit and seven research projects that study U.S. politics and policy views; media and journalism; internet and technology; religion and public life; Hispanic trends; global attitudes and U.S. social and demographic trends.
The office manager is responsible for the organization and coordination of office operations, including facilities management, ensuring reception desk coverage and office support, coordinating meeting planning, budgeting and establishing cost-effective vendor relationships and maintaining purchasing practices for the organization to ensure the seamless workings of the office. She/he is responsible for the implementation of policies and procedures related to maintaining a safe and secure working environment for Center’s 130 employees and guests. The successful candidate ensures high standards of customer service and has a “hands-on” attitude. Working closely with the IT and HR departments, the office manager provides direction to the receptionist and the administrative coordinator on facilities-related tasks and reports to the director of financial administration.
Facilities and Meetings
- Ensure that the management of the Center’s offices (from reception, facilities upkeep/housekeeping, mail and meetings to phone set-ups and security) are handled consistently, responsively and seamlessly for staff.
- Serve as liaison with staff for office space, supplies, general office tidiness and equipment needs. Set up work areas for new hires including furniture, equipment and signage. Plan and coordinate with vendors on office build-outs and movement of staff to different workstations/offices.
- Establish par levels for supplies in the staff kitchen. Verify stocking, maintenance and cleanliness of staff kitchen and supply rooms.
- Manage the reception desk and ensure the timely opening and closing of the office. Perform the receptionist duties as needed.
- Identify, research, secure and evaluate service levels of vendors for office needs such as supplies (office and kitchen), equipment (copiers, fax machines), and contracts for services (plant care, equipment maintenance and housekeeping). Establish and maintain vendor relationships and maintain tracking logs of service calls and files about transactions and ensure accuracy of shipments.
- Handle logistics for internal meetings such as meeting room set-ups including audiovisual equipment and catering. Ensure breakdown of room set-ups and that meeting rooms are presentable for future gatherings.
- Handle equipment maintenance and troubleshooting. Verify that copiers and printers are working, place service calls and follow through with technicians to ensure that repairs have been made. Assist with purchasing or renewing leases on office equipment. Serve as point of contact for staff in need of large printing jobs.
- Establish service standards with building management on issues of housekeeping and set standards to maintain office space. Monitor space for repair needs. Contact maintenance providers and track and follow up on repair requests.
- Track and maintain furniture inventory.
- Accommodate requests for office space use after hours including any associated deliveries or related services.
- Review, verify and reconcile invoices and purchases, ensuring appropriate approval.
- Track spending for office-related expenses, adjust as necessary, identify opportunities for cost-savings and develop accurate spending projections.
- Develop and recommend policies and procedures for the office services unit for efficient, streamlined and seamless operations for the office.
- Keep current in the office management profession, understand leading edge techniques and assess appropriateness for implementation at the Center.
Security, Emergency Preparedness and Business Continuity
- Coordinate the Center’s emergency preparedness through adherence to best practices and by keeping informed of applicable federal and local regulations.
- Maintain and develop office security procedures for staff, incorporating required building procedures.
- Maintain procedures for staff on how to respond in the event of emergencies and serve as fire captain coordinator and fire drill coordinator.
- Serve as point of contact for initiating office access/building access cards and for all security breaches.
- Apprise safety team leaders of any changes to the plan including changes promulgated by the landlord.
- Partner with information technology, human resources and senior leadership to develop and implement a plan for business continuity during inclement weather, disasters, power outages or similar events impeding day-to-day business operations.
- College degree required.
- Three to five years of demonstrated success in office/facilities management, customer service, purchasing coordination, and managing key vendor relationships.
- Experience in the coordination of office management processes and procedures including security procedures, space planning, furniture and office equipment purchases, inventory management, and meeting planning.
Knowledge and Skill Requirements
- Highly responsive with demonstrated excellent customer service skills. Continually considers the impact of actions and communications on customers and is flexible to accommodate their needs.
- Excellent written and oral communication skills. Expresses ideas, thoughts, and concepts clearly and concisely, making solid case to gain understanding.
- Highly organized. Able to balance multiple priorities and meet deadlines. High detail orientation.
- Ability to understand the organizational structure and work through administrative systems to develop and enhance procedures and processes.
- Solid judgment. Able to learn quickly. Proactive, independent problem solving ability to propose solutions after reviewing various courses of action. Seeks feedback from supervisors when sensitive issues arise.
- High level of proficiency in the use of office software (Windows, Microsoft Word, Excel and Outlook) is required. Ability to quickly learn new software and databases.
- Able to review contracts, assess proposals, manage business relationships and continuous follow-up with vendors.
- Able to fit into the creative, fast-paced and highly professional corporate culture of the organization, which emphasizes excellence, collegiality and teamwork.
FLSA Status: Exempt
Applicant should send a résumé, cover letter (indicating where you learned of the opening) with salary expectations to firstname.lastname@example.org. Responses can also be mailed to:
Human Resources Department
Pew Research Center
1615 L Street, NW, Suite 700
Washington, DC 20036
We are an equal opportunity employer.