Office Manager Workplace Experience New York San Francisco

Job Description

The Office Manager is responsible for all office operations, procedures and processes in the CPPIB New York City and San Francisco offices. This role will support the future growth of the organization and will be a key member of a team identified in establishing the region and will lead, from a facilities/office management perspective, the day to day operations of the offices.

In partnership with resources in the global Workplace Experience team, this role will assist in the implementation of initiatives locally. This role will be the main point of contact for all office facilities and office services matters in the New York office and will manage the office facilities and office services function in the San Francisco office remotely from New York with the assistance of on the ground support in San Francisco. In doing so, this role will liaise closely with the local Business Operations Manager and the Regional Office Head.

As Office Manager, this role will reinforce CPPIB’s position as a global investor and will strongly reflect our Guiding Principles of Integrity, Partnership, and High Performance.

This role reports directly to the Director, Workplace Experience.

Role-Specific Accountabilities

Office/Facilities Manager

• Participates as a member of the global Workplace Experience Services team.
• Supports and manages all Workplace Experience team members based in New York City and San Francisco.
• Liaises with the Toronto Workplace Experience team to ensure systems, procedures, and processes are adhered to and coordinated.
• Manages all facility-related functional and operational issues; handles all day-to-day operations and emergencies as required.
• Manages Workplace Experience budget for New York and San Francisco offices, completing regular financial reports in coordination with the Director, Workplace Experience, and Finance teams in Toronto.
• Responds to unplanned situations outside office hours; escalates and coordinates others' involvement as necessary.
• Liaises with building management, service providers, housekeeping staff, maintenance, and security.
• Accountable for local Health and Safety compliance; develops, implements, and administers health and safety programs to meet local legislative requirements and CPPIB global standards.
• Accountable for all emergency procedures locally.
• Acts as local Business Continuity Coordinator; works with local management and the Business Continuity Management team in Toronto to develop, document, and implement necessary plans.
• Participates in the quarterly Business Recovery Plan, the annual Business Impact Analysis review, and annual training and testing.
• Maintains understanding of changing internal priorities and external regulations to identify potential areas of vulnerability or risk and make recommendations to improve controls.
• Forwards to the Toronto office all government, legal, and business correspondence requiring Head Office review and/or sign-off.
• Works with the Director, Workplace Experience to manage office space planning to ensure businesses have enough staff seating to meet their short and long-term requirements.
• Assigns seating to all new hires.
• Acts as point of contact for the local intranet site; updates seating plans and asset inventory in Service Now and FMS.
• Liaises with IT locally and in Toronto to coordinate the procurement and installation of new technology components.
• Assists HR onboarding efforts locally, delivers New Hire Orientation to new employees as applicable.
• Liaises with Payroll and HR Benefits for general employee queries in the NY office.
• Works with the Senior Travel Advisor in Toronto in support of CPPIB’s corporate travel program in New York.
• Interfaces with CPPIB internal legal department as required.
• Serves as backup to the NY office receptionist when needed; presents a warm, welcoming, and professional image in all interactions.

Reception/Switchboard

• Greets, receives, and registers all visitors; notifies the host to ensure seamless service delivery.
• Answers incoming calls and redirects as necessary.
• Summarizes and produces KPI reports monthly.
• Liaison for security and property managers as required.

Facilities Management

• Maintains an uncompromising level of cleanliness within the office.
• Accountable for the environmental management of onsite IT rooms.
• Follows all Change Management protocols as stipulated by Technology and Data.
• Manages CCTV and access control systems; issues/cancels employee photo ID badges; manages facility and furniture key management.

Office Services/Workplace Experience

• Delivers services in a professional, competent, and friendly manner.
• Keeps inventory of office supplies and pantry items; orders and restocks as necessary.
• Processes and handles all incoming and outgoing mail and parcels.
• Administers local charge card program with support from the global administrator and Finance.
• Plans and arranges corporate and local office events.

Finance

• Reviews, prepares, codes, and approves invoices for payment per CPPIB’s Business Management Authorities.
• Creates, monitors, and manages the operational and capital budgets for Workplace Experience in the local office.
• Provides financial analysis of operating and capital costs on a quarterly basis.
• Completes annual Insurance Values and Extra Expense worksheets on behalf of Enterprise Risk.
• Responsible for procurement and contract management; ensures compliance with the Enterprise Vendor Governance and Procurement Standard.
• Responsible for the filing and payment of local commercial/business/property taxes.

Other Responsibilities

• Ensures CPPIB policies, authorities, guidelines, and standards are adhered to.
• Assists with emergency procedures.
• Works closely with the Global Mobility team on I9 procedures for all new hires.

San Francisco Office

• Provides direction and is responsible for Workplace Experience support in the San Francisco office.
• Meets with the local team and Office head regularly to ensure local needs are met.
• Travels to the San Francisco office at least once per quarter.
• Reviews and approves Workplace Experience related invoices before sending them to Accounts Payable.

Specialized Knowlege

• Proficient in Microsoft Office (i.e., Word, Excel, PowerPoint, Teams) and Adobe; Ability to learn other software applications, including, but not limited to, C-Cure 9000, Workday, ServiceNow, FMS, Peoplefluent, Concur, E-Verify, New York City and San Francisco tax filing systems.
• Ability to work in a high-performing culture with strong thought, execution, and people leadership skills.
• Proactively analyzes and recommends solutions to more complex workflow issues impacting multiple stakeholders.
• Runs small projects or initiatives end to end, identifying and escalating issues, and meeting stakeholder requirements

Qualifications:
Qualifications

• College or university degree preferred.
• 5 – 7 years’ experience in Facilities Management / Office Services / Workplace Experience (operations, maintenance, security, housekeeping, building operations, etc.) locally, preferably in a financial, banking or legal environment.
• Experience coordinating and establishing a new office; familiarity with satellite offices with firms headquartered in North America preferred.
• Prior work experience in a fast-paced, high-growth, complex, and high visibility organization in the investment banking or financial services environments.
• Strong communication skills (written and spoken); strong command of the English language, additional languages (French) an asset.
• Superb interpersonal skills and demonstrated relationship builder who develops lasting positive and value-adding relationships.
• Flexible, well-organized and comfortable working well under pressure and with tight deadlines to produce high quality work in a timely manner.
• Confident and determined individual with experience working in a high pressured, fast paced, timeline driven environment.
• Proven ability to work independently as well as to perform effectively in a team environment.
• Demonstrated work prioritization skills; solid organizational skills.
• Exceptional attention to detail with demonstrated excellent judgment, professionalism and integrity.
• Highly proactive, responsive, reliable, adaptable, self-motivated and time flexible.
• Able to work irregular hours in line with a workload that fluctuates based on priorities and timeframes.
• Available evenings and weekends as needed to manage critical operational issues.

Additional Information

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The salary range for this position is $97,000 - $145,000 USD

US state/city legislation requires CPP investments to include a reasonable estimate of the compensation range for this role. The base salary range shown here is a reasonable expectation for the posted role and is part of a competitive total rewards package which includes comprehensive benefits, a performance-based incentive plan, a 401 (k) plan and paid time off. Actual salaries may vary and may be above or below the range based on various factors, including, but not limited to, experience and expertise.

At CPP Investments, we are committed to diversity and equitable access to employment opportunities based on ability.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

We thank all applicants for their interest but will only contact candidates selected to advance in the hiring process.

Our Commitment to Inclusion and Diversity:

In addition to being dedicated to building a workforce that reflects diverse talent, we are committed to fostering an inclusive and accessible experience. If you require an accommodation for any part of the recruitment process (including alternate formats of materials, accessible meeting rooms, etc.), please let us know and we will work with you to meet your needs.

Disclaimer:

CPP Investments does not accept resumes from employment placement agencies, head-hunters or recruitment suppliers that are not in a formal contractual arrangement with us. Our recruitment supplier arrangements are restricted to specific hiring needs and do not include this or other web-site job postings. Any resume or other information received from a supplier not approved by CPP Investments to provide resumes to this posting or web-site will be considered unsolicited and will not be considered. CPP Investments will not pay any referral, placement or other fee for the supply of such unsolicited resumes or information.

Compensation:
$97,000-$97,000 per year