Office Manager, KSB Houston

KSB is a leading supplier of pumps, valves and related service. Our reliable, high-efficiency products are used in applications wherever fluids need to be transported or shut off, covering everything from building services,industry and water transport to waste water treatment, power plant processes and mining. Founded in 1871 in Frankenthal, Germany, the company has a presence on all continents with its own sales and marketing organisations and manufacturing facilities. Around the globe, more than 190 service centres and around 3,500 service specialists are on hand to provide local inspection, servicing, maintenance and repair services under the KSB SupremeServ brand. Innovative technology that is the fruit of KSB’s research and development activities forms the basis for the company’s success.
People. Passion. Performance. It is these three success factors that make KSB the company it is today.
At KSB, we recognise that it is people who actually make the difference – the people we employ and the people we serve. This is why we are committed to equal rights and treatment worldwide and never lose sight of the aspects ecology and sustainability when manufacturing our products.

Position Summary:

KSB, a leading centrifugal pump, valve and service company, is looking for an Office Manager for our brand new facility, KSB Houston, located in Houston, TX. The Office Manager will oversee office and facility operations, ensuring efficient and effective administrative support, and maintaining quality and safety standards. This role also serves as liaison for KSB Houston and KSB SupremeServ Academy in North America. The individual in this role will collaborate with internal and external stakeholders daily, focused on optimizing office processes and systems and support the company's goals and objectives.

The position requires excellent verbal and written communication skills, exceptional interpersonal skills, planning and organization skills, attention to detail, ability to work with confidential information, and the initiative to work in a dynamic, fast-paced environment, within a global organization headquartered in Frankenthal, Germany. This is a full-time position, located in our Houston, TX facility, with regional corporate headquarters in Richmond, VA.

RESPONSIBILITIES:

Office Administration:

• Serve as the main point of contact for KSB Houston
• Manage office supplies and equipment inventory
• Oversee facility maintenance and repairs, by dealing with landlord and subcontractors
• Coordinate office assignments and moves, including reconfigurations, and renovations
• Handle incoming and outgoing mail, packages, and carrier/courier services
• Manage office cleaning and janitorial services
• Organize monthly business reports (updates, reminders, coordination and distribute timely)

Facilities Management:

• Oversee and maintain compliance with KSB corporate guidelines and brand identity
• Serve as primary point of contact for internal and external visitors
• Welcome and host onsite visitors and special guests
• Maintain a clean, safe, and organized office environment
• Ensure compliance with state and federal health and safety regulations
• Coordinate with building management regarding lease agreements and maintenance issues

Event Planning and Logistics:

• Coordinate and support company events (on and off-site), including trainings for small and large groups
• Book meeting rooms and conference facilities within KSB Houston premises or off-site if needed
• Coordinate and support business travel as needed by leveraging KSB’s travel agency
• Manage agendas, catering, accommodations, transportation and technology setup

Team Support:

• Provide administrative support to the sales and training teams
• Handle travel arrangements, expense reports, and other administrative tasks
• Assist with onboarding new employees, under the direction of HR
• Assist with coordinating and scheduling interview logistics and candidates, under the direction of HR

Financial Management:

• Monitor and track office expenses and budgets under the direction of the finance team in Richmond, VA
• Coordinate payments for expenses related to KSB Houston under the direction of the lead person in Richmond, VA
• Assist with financial reporting and analysis under the direction of Finance

• Other duties as assigned by management.

QUALIFICATIONS:

• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources
• Excellent verbal and written communication skills
• High level of integrity, confidentiality, and discretion in handling sensitive information
• Superior time management skills and ability to reach with appropriate levels of urgency to different situations and events
• Strong organizational skills, including disciplined follow up and follow through of the assigned responsibilities
• Ability to work in and build a team environment, developing constructive and cooperative working relationships with others, and maintaining them over time
• Able to work independently with minimal supervision but within a strategic framework
• Able to handle multiple projects and assignments at the same time; and know how to prioritize them
• Proficient user of computer-based tools to accomplish tasks, communicate and collaborate with others
• Efficient and effective phone and email communications

EDUCATION AND EXPERIENCE:

• High School Diploma or equivalent required
• Business related degree and professional certification preferred
• A minimum of seven years of office management experience required
• Advanced proficiency in Microsoft Office Suite; in particular, PowerPoint, Excel, and Outlook required
• Experience with Microsoft Teams, Concur, ERP systems highly preferred

EOE/M/F/D/V Drug Free Environment

KSB Group is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. KSB makes hiring decisions based solely on qualifications, merit, and business needs at the time. 

We value employees who take the initiative and are committed to our company; Employees who take responsibility and for whom business success is the focus of their actions. In return, we offer fair framework conditions for collective wages and pensions, flexible working time models, individual training opportunities and the best career prospects.