Office Manager

Company Description
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Job Description
We have an exciting opportunity for an experienced Office Manager in Munich, Germany to coordinate, administer, and oversee day-to-day Facilities Management (Hard & Soft) responsibilities and spearhead the event management program for internal and external events. This role will report to the Manager of Workplace Services (DACH) and requires an on-site presence.
As the WPS Site Lead, you will oversee Workplace Services Operations and workplace experience functions, including, but not limited to, employee programs such as food services, breakrooms and office supplies, HVAC, event management, stakeholder engagement, business continuity, and other related services and activities.
What you get to do in this role:

• Oversee all WPS on-site programs, including but not limited to Food & Beverage, event management, space management & planning, meeting room services, office supplies, amenities & perks, wellness, safety & security, and landlord interactions.
• Innovate and stay ahead of our customers' needs while ensuring we develop scalable and forward-thinking solutions.
• Be an employee experience advocate and a builder of employee-centric communities, driving employee success and engagement.
• Manage vendors for WPS, including HVAC, electrical, security, janitorial, furniture, kitchen services, and first aid.
• Effectively utilize our platform, including receiving and reviewing requests, assigning work orders, and tracking the completion/closeout of tasks and requests.
• Oversee a portion of the OPEX & CAPEX budget pertaining to local responsibilities. Responsible for quarterly budget management, tracking work to cost centers, and providing regular budget updates to the WPS Manager.
• Solicit scopes of work, create and track purchase orders for the portfolio, track spending on a vendor-by-vendor basis, administer contracts, and ensure quality work is performed by third-party vendors.
• Serve as a liaison for general maintenance, troubleshooting, and repairs.
• Manage local moves/adds/changes and the new hire process.
• Maintain preventative maintenance schedules within Workplace Services.
• Be a key partner to the business and other internal organizations such as Global Talent, IT, Communications, and Branding to help drive collaboration, strategy, problem-solving, and communications.
• Be a pivotal partner to, and customer of, our Real Estate, Planning & Design, Safety & Security, Project Management office, and DT.
• Leverage strategic relationships with the peer WPS team to deliver consistent Operational Excellence. Establish credibility as a resource and escalation point for guidance and expertise at the site.
• Be a trusted partner to the business; build strong relationships with local leaders and WPS team members to align on the desired site-specific employee experience and be an ambassador for the ServiceNow brand and culture.
• Manage the Communications & Event Calendar.
• Perform all other administrative duties as required.

Qualifications
To be successful in this role you have:

• 3-5+ years of experience in FM & Operations, hard/soft services, customer service, safety and security, environmental health & safety, project management, or related disciplines.
• Previous experience in Event Management
• Fluent in English and German
• Proficient in MS office, Outlook, Excel.
• Ability to work flexible schedule including overtime, early mornings, evenings and/or weekends as needed to meet department and company demands.
• Ability to communicate clearly, effectively and professionally (verbally and in writing).
• Strong organizational skills and collaborative style needed.
• Ability to work effectively with minimal supervision as an individual and as part of a team.
• Ability to identify, resolve or appropriately escalate problems.
• Ability to plan and manage work under time constraints and maintain professionalism always under pressure.
• Ability to work a flexible schedule, including overtime, early mornings, evenings, and/or weekends as needed to meet department and company demands.

Preferred Qualifications:

• Bachelor's degree from an accredited institution or equivalent work experience.
• Financial, analytical, and organizational skills.
• Ongoing commitment to provide relevant subject matter expertise on current industry best practices and a growth mindset for learning & development.
• Proficiency in spreadsheet, presentation, database, financial tools, and other related software tools and applications.
• Work effectively with minimal supervision as an individual and as part of a team.
• Strong sense of prioritization and managing competing priorities and deliverables to multiple stakeholders.
• Proven track record and strength in white-glove customer service, hospitality, and experience/engagement activities.
• Strong interpersonal skills, including the ability to establish positive relationships with all levels of the organization and with business partners (internal and external).

Additional Information
ServiceNow is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, sexual orientation, national origin or nationality, ancestry, age, disability, gender identity or expression, marital status, veteran status or any other category protected by law.
At ServiceNow, we lead with flexibility and trust in our distributed world of work. Click here to learn about our work personas: flexible, remote and required-in-office.
If you require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact us at [email protected] for assistance.
For positions requiring access to technical data subject to export control regulations, including Export Administration Regulations (EAR), ServiceNow may have to obtain export licensing approval from the U.S. Government for certain individuals. All employment is contingent upon ServiceNow obtaining any export license or other approval that may be required by the U.S. Government.
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