Manager - Office Services

Manager - Office Services

Main Purpose of Job:

The Manager – Office Services will be responsible for overseeing the administrative functions related to the Group’s properties ensuring that infrastructure, vendor management, internal support services, and corporate logistics function with strategic precision.

This role is the operational architect of assigned properties and real estate assets. Beyond maintenance oversight, this role takes ownership of every touchpoint affecting the physical and functional performance of buildings—from capital planning to tenant experience. This is a tactical and forward-facing leadership role for a professional who sees buildings as living systems and business assets.

Key Duties and Responsibilities:

Strategic Leadership & Team Oversight

• Lead the Office Services unit as a strategic partner to HR, Finance, Facilities, and IT functions.
• Build and mentor a high-functioning team of administrative professionals and office coordinators across departments.
• Establish performance KPIs for administrative support delivery, including SLA compliance and service response metrics.

Property Oversight & Site Governance

• Manage all aspects of assigned commercial/residential properties, including routine and preventative maintenance, inspections, and emergency readiness.
• Conduct scheduled and unscheduled site visits to assess building integrity, repair timelines, contractor workmanship, and tenant satisfaction.
• Design and implement capital improvement strategies that align with long-term asset value, market positioning, and energy efficiency targets.

Contractor & Vendor Ecosystem Management

• Oversee service vendors (e.g., construction, HVAC, plumbing, security) to ensure projects are completed on time, within scope, and to standard.
• Develop scopes of work and bid specifications for competitive contracting on major maintenance or construction initiatives.
• Maintain a dynamic database of qualified vendors, contractor certifications, and insurance compliance documentation.

Corporate Logistics & Facilities Interface

• Govern all internal logistics from consumables ordering to cross-departmental supply chain support.
• Oversee asset lifecycle of office furniture including ergonomic evaluations, procurement cycles, and usage metrics.
• Serve as the escalation point for office safety concerns; coordinate with EHS or Facilities to resolve hazards and ensure compliance.

Budgeting, Forecasting & Financial Reporting

• Lead the preparation and management of operating and capital budgets for assigned properties.
• Monitor income streams, expense trends, and cost centers; initiate course correction strategies where needed.
• Generate weekly, monthly, and quarterly reports for leasing status, budget variances, occupancy rates, and capital expenditure progress.

Administrative & Reporting

• Develop and manage the administrative services annual budget, including variance management and contingency planning.
• Prepare and present monthly and quarterly operational reports on service levels, resource utilization, and vendor performance.
• Drive cost-saving initiatives and process redesigns that directly reduce overhead without impacting service delivery.
• Champion compliance with national/local administrative regulations (e.g., workplace safety codes, accessibility standards).
• Oversee secure document retention, asset tagging, and logistical risk management (e.g., backup vendors, supply redundancy).
• Lead or participate in digital transformation projects related to workplace automation and virtual administrative tools.

Required Qualifications / Experience:

• Bachelor's Degree in Property Management, Facilities Management, Construction, or Business Administration, or a related field.
• 5+ years of experience working related field.
• Strong grasp of building systems, compliance regulations, leasing terms and vendor relations.
• Exceptional problem-solving, budgeting, and negotiation skills.
• Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook) and HR software or systems.
• Superior leadership, follow-through, and cross-functional communication skills.

Required Knowledge/ Skills/ Abilities:

• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Exceptional interpersonal and communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proven track record of achieving sales targets.
• Knowledge of the wine and spirits industry.
• Willingness to travel to properties frequently.
• Strong Customer Service Orientation
• Excellent time management skills
• Excellent selling and negotiation skills
• Able to provide excellent and professional customer service
• Confident