Office Manager- Washington DC
Company Overview
Palladium is a global leader in the design, development and delivery of Positive Impact - the intentional creation of enduring social and economic value. We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.

For the past 50 years, we have been making Positive Impact possible. With a team of more than 2,500 employees operating in 90 plus countries and a global network of more than 35,000 technical experts, Palladium has improved - and is committed to continuing to improve - economies, societies and most importantly, people's lives.

Palladium is a child-safe organisation, and screens applicants for suitability to work with children. We also provide equal employment to all participants and employees without regard to race, color, religion, gender, age, disability, sexual orientation, veteran or marital status.

Project Overview and Role


The role is responsible for the following primary functions:
  1. Office Management and Facilities support
  2. Executive Administrative support
  3. IT coordination and on-site support
  4. Internal communications support

Responsibilities


The primary responsibilities as Office Manager and Facilities support include, but are not limited to:
  • Assist with management of sublease agreements in accordance with Palladium policies in collaboration with Contracts and Compliance department;
  • Process all Washington DC office related invoices, obtaining approvals, expediting payment and maintaining accurate vendor files;
  • Review office expenditures, issue/review solicitations in accordance with Palladium's procurement policies, prepare cost/benefit analysis and suggest cost containment measures and vendors;
  • Negotiate agreements for the purchase of office supplies and furniture, office equipment, office storage in accordance with company procurement policies and budgetary restrictions;
  • Manage Receptionist;
  • Determine and implement space allocations, furniture and equipment needs, and maintain the floor plan charts;
  • Serve as Administrator for Condeco hot desking system and coordinate seating arrangements for employees visiting the Washington DC office;
  • Coordinate the scheduling and logistics for regional and global in-person and virtual meetings and corresponding meeting resources. Examples to include; monthly and global town hall meetings, on-site vendor meetings, and trainings;
  • Organize conference room set up and catering for meetings as required;
  • Ensure all equipment in the office is operational;
  • Stock printer stations, kitchen areas, and other public spaces throughout the day;
  • Manage inventory of supplies, ensuring sufficient levels;
  • Check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies;
  • Respond appropriately to emergencies or urgent issues as they arise, bringing them to the attention of management as appropriate; and
  • Assist with other tasks as they may be assigned. The primary responsibilities as the Executive Administrative support include:
  • Management of corporate travel support using Company systems;
  • Reconcile monthly credit card expenditures;
  • Provide executive assistance support to Partners, including communications;
  • Service as the Secretary at Partners and other meetings, as assigned;
  • Book travel and accommodations for Board members and leadership team when needed;
  • Liaise with corporate resources for travel management issues;
  • Assist with special projects as they may arise.
  • Manage outside storage facilities and assist with coordination of shipment and storage of documents in accordance with the Company record retention policies and procedures.The primary responsibilities as IT Coordination and on-site support are to:
  • Ensure that all IT related desk profiles are up to date in Condeco Hotdesking system;
  • Ensure that all equipment and devices in the office are operational, coordinating with IT and outside vendors


Requirements

Experience preferred
  1. Significant executive assistance and office management experience
Key competencies and professional expertise required
  1. Handle issues of a sensitive nature and maintain confidentiality and discretion
  2. Liaise and build sound professional relationships with staff, clients, senior management
  3. Excellent skills in Microsoft Office, including Outlook, Excel, and PowerPoint
  4. Experience in SharePoint or other document management systems and proven experience to learn quickly new tools and technologies
  5. Experience in calendar management, time management, travel bookings and correspondence at a high level
  6. Highly effective organisational and people skills
  7. Excellent attention to detail
  8. Ability to manage other staff members and temporary support as required
  9. Ability to negotiate service contracts effectively
  10. Ability to thrive under pressure
  11. Ability to stand, sit, and move about the office as needed
  12. Ability to lift up to 15-20 lbs.







Details
Intermediate Level
Washington DC, United States
Closing date:
31 March 2019