Office Manager

In the middle of the energy transition, businesses and governments are faced with significant challenges. But the pace and scale of change mean every decision is made under mounting pressure. Now, more than ever, companies need reliable data, analytics and actionable insight.

Wood Mackenzie is the leading global provider of data and analytics solutions for the renewables, energy and natural resources sectors.

Wood Mackenzie’s services include data, analytics, insight, events and consultancy. A trusted partner for over 50 years, Wood Mackenzie’s team has over 2,300 experts across more than 30 global locations who cover the entire supply chain.

Wood Mackenzie Values

• Inclusive – we succeed together
• Trusting – we choose to trust each other
• Customer committed – we put customers at the heart of our decisions
• Future Focused – we accelerate change
• Curious – we turn knowledge into action

Main Responsibilities

• Oversee general office operation – primarily of our Houston office but including other allocated regional offices to ensure all aspects of the Facilities are safe and operationally efficient
• Partner with Facility, Operations, Technology and Health & Safety stakeholders to ensure execution is aligned to global corporate requirements while remaining compliant with local needs
• Ensure the office(s) comply with local Health & Safety legislation; including but not limited to provision of First Aiders, Fire Marshals, risk assessment, incident logging etc.
• Liaise with Landlords and Managing Agents with regard to centrally supplied facilities & services (e.g. power, hvac, toilets)
• Liaise with contractors regarding necessary works (e.g. electrics, plumbing, servicing filter taps)
• Manage and coordinate all office related contract services (e.g. stationary, supplies and provisions, printers/copiers, confidential waste, security, cleaning etc.). This will include partnering with the Procurement team for sourcing and onboarding as well as managing Purchase Orders
• Purchase office supplies and equipment and maintain proper stock levels
• Be the first point of contact for employee queries relating to all aspects of the office and facilities management
• Manage boardroom and other meeting rooms, office areas and all duties connected to them
• Promptly manage post, filing documents/paperwork relating to invoices
• Manage office car parking arrangements, where applicable
• Maintain organised arrangements in the office storage areas
• Manage staff locker facilities, if applicable
• Provide local representation for central corporate carbon emissions activities, reporting and reduction targets
• Create presentations and other management-level reports, supporting the Regional Head of Facilities
• Act as a local project lead of all space planning and construction projects for the Houston office
• Plan and co-ordinate internal moves and changes including layouts as required from time to time
• Assist in managing dilapidation/reinstatement requirements from office moves
• Ongoing reactive and planned maintenance to fabric, premises and building services, to include decorative and refurbishment works, obtaining Landlord and planning consents for building works, project management to delivery of all required works
• Manage any third party stakeholders acting on behalf of Wood Mackenzie in relation to our service charge or lease provisions
• Support with Administrative work as required, including: organize travel and accommodation for team (incl. visas, currency, taxi bookings), assisting colleagues with expenses, assisting with in-office events
• Line management duties of small team, as required e.g. Receptionist

Expectations

• Candidates should have prior experience of managing a team and enjoy coaching others
• As the key contact for all team members and stakeholders from the business, the candidate should be a great communicator with a proactive approach
• The candidate should be comfortable working in an intensive environment where tight deadlines are a regular occurrence and have excellent organization and prioritisation skills to succeed in this position
• Attention to detailed customer orientation and High levels of initiative
• Proficiency in MS Office applications is essential
• This role is office based and the successful candidate will be expected to work entirely from their allocated office
• This role is expected to be a full-time role
• Due to the global nature of the team, a degree of flexible working will be required to accommodate different time zones

Equal Opportunities

We are an equal opportunities employer. This means we are committed to recruiting the best people regardless of their race, colour, religion, age, sex, national origin, disability or protected veteran status. You can find out more about your rights under the law at www.eeoc.gov 

If you are applying for a role and have a physical or mental disability, we will support you with your application or through the hiring process.

Find out more at [email protected]