Office Manager, Corporate Services

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.         
At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

Four Seasons Hotels and Resorts is a global, luxury hotel management company. We manage over 120 hotels and resorts and 50 private residences in 47 countries around the world and growing. Central to Four Seasons employee experience and social impact programming is the company’s commitment to supporting cancer research, and the advancement of diversity, inclusion, equality and belonging at Four Seasons corporate offices and properties worldwide. At Four Seasons, we are powered by people and our culture enables everything we do.

Office Manager, Corporate Services

This exciting opportunity supports the day-to-day operations and employees based in the Four Seasons Miami Corporate Office.

What You’ll Be Doing:

General Office Administration

• Provide daily support to an office of 100 employees. Including the CEO, two ELT members, office of CEO and America’s senior leadership.
• Check in with Executive assistant to the CEO on a daily basis to ensure support is being provided to the office of the CEO by Corporate Services as required throughout the day.
• Support staff with daily onsite visitors such as owners and outside vendors with security access, valet/parking coordination, meeting room preparation, F&B support etc.
• Organize office events ie) holiday party, service awards acknowledgment, etc. 
• Perform new hire orientation for all new hires based out of Miami office
• Escalate to Director of Corporate Services and Operations should any major issues of concern arise with office operation.

Facilities

• Manage maintenance requests with Millennium Partners and outside vendors (office furniture repairs, climate control, burnt out light bulbs etc.)
• Manage office contracts and oversee daily operations from contractors, including copiers, cleaning services, small equipment maintenance.
• Conduct daily inspection of office including testing of meeting room equipment at start of each business day to ensure minimal disruption for employees.
• Coordinate and supervise service vendors related to general office operations – pantry items, office plants, moving services, rental furniture, desk keys etc.
• Assign and coordinate workspace set-up for new hire employee and office moves. (Physical desk)

Invoicing, Purchasing and Accounts

• Process all invoices and expense reports related to the office operations and ensure all charges are allocated correctly.
• Ordering and stocking general facilities supplies on a monthly and ad-hoc basis including pantry items, Lavazza coffee, fresh fruit etc.
• Ensure that hotel is correctly invoicing the office for the number of lunches in the employee cafeteria.

Security

• Creation of security badges for new employees.
• Creation of parking accounts for employees.
• Coordination of security equipment maintenance.
• Assist with after office hours security and/or facilities inquiries. Will be on call 24/7.

IT Support (Liaise with Corporate IT)

• Manage the logistics of IT equipment for onboarding/Offboarding (Computer/Monitor/Peripherals)
• Assist with IT equipment preparation for all new hires and terminations
• Assist in the procurement of IT equipment for the office
• Liaise with Corporate IT for troubleshooting when required
• Maintain contact address book for the MFP Printer/Scanner
• Maintain accurate employee list for the office (various related E-mail Distribution lists)

Project Management

• Assist in Corporate Services projects as required
• Provide support for Fitwell recertification – every three years

Health and Safety

• Inspect all on-site health and safety supplies and equipment to ensure it meets local requirements
• Lead local joint health and safety committee and oversee annual CPR training for interested employees in the office. (Municipal requirement)
• Coordination of employee ergonomic assessments with local ergonomist in partnership with team in Toronto and Corporate P&C

What You Bring:

• Facility related certifications and/or designation (i.e., IFMA)
• University degree and/or post-secondary education.
• Three to five years of related experience
• Proficient in MS office (Word, Excel and PowerPoint)
• Experienced with accounting or budgeting software (SAP Concur etc.)
• Sound knowledge in building maintenance and financial terms and principles.

Key Skills/ Who You Are:

• Excellent communication skills
• Ability to work with all levels of management
• Excellent organizational skills
• People oriented, self-starter and team player
• Ability to multi-task and prioritize projects and requests

This is an in-person role that requires to be in office 5 days a week at the Miami Four Seasons Corporate Office located at 1441 Brickell Avenue, Miami, Florida.

Four Seasons is an Equal Opportunity, Affirmative Action employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. To access the 'EEOC is The Law' Information poster please visit this website - https://eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf