Wood Mackenzie
Office Manager
Wood Mackenzie, Houston, Texas, United States, 77246
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 togetherTrusting - we choose to trust each otherCustomer committed - we put customers at the heart of our decisionsFuture Focused - we accelerate changeCurious - we turn knowledge into actionMain 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 efficientPartner with Facility, Operations, Technology and Health & Safety stakeholders to ensure execution is aligned to global corporate requirements while remaining compliant with local needsEnsure 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 OrdersPurchase office supplies and equipment and maintain proper stock levelsBe the first point of contact for employee queries relating to all aspects of the office and facilities managementManage boardroom and other meeting rooms, office areas and all duties connected to themPromptly manage post, filing documents/paperwork relating to invoicesManage office car parking arrangements, where applicableMaintain organised arrangements in the office storage areasManage staff locker facilities, if applicableProvide local representation for central corporate carbon emissions activities, reporting and reduction targetsCreate presentations and other management-level reports, supporting the Regional Head of FacilitiesAct as a local project lead of all space planning and construction projects for the Houston officePlan and co-ordinate internal moves and changes including layouts as required from time to timeAssist in managing dilapidation/reinstatement requirements from office movesOngoing 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 worksManage any third party stakeholders acting on behalf of Wood Mackenzie in relation to our service charge or lease provisionsSupport 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 eventsLine management duties of small team, as required e.g. ReceptionistExpectations
Candidates should have prior experience of managing a team and enjoy coaching othersAs the key contact for all team members and stakeholders from the business, the candidate should be a great communicator with a proactive approachThe 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 positionAttention to detailed customer orientation and High levels of initiativeProficiency in MS Office applications is essentialThis role is office based and the successful candidate will be expected to work entirely from their allocated officeThis role is expected to be a full-time roleDue 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 HRenquiries@woodmac.com
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 togetherTrusting - we choose to trust each otherCustomer committed - we put customers at the heart of our decisionsFuture Focused - we accelerate changeCurious - we turn knowledge into actionMain 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 efficientPartner with Facility, Operations, Technology and Health & Safety stakeholders to ensure execution is aligned to global corporate requirements while remaining compliant with local needsEnsure 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 OrdersPurchase office supplies and equipment and maintain proper stock levelsBe the first point of contact for employee queries relating to all aspects of the office and facilities managementManage boardroom and other meeting rooms, office areas and all duties connected to themPromptly manage post, filing documents/paperwork relating to invoicesManage office car parking arrangements, where applicableMaintain organised arrangements in the office storage areasManage staff locker facilities, if applicableProvide local representation for central corporate carbon emissions activities, reporting and reduction targetsCreate presentations and other management-level reports, supporting the Regional Head of FacilitiesAct as a local project lead of all space planning and construction projects for the Houston officePlan and co-ordinate internal moves and changes including layouts as required from time to timeAssist in managing dilapidation/reinstatement requirements from office movesOngoing 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 worksManage any third party stakeholders acting on behalf of Wood Mackenzie in relation to our service charge or lease provisionsSupport 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 eventsLine management duties of small team, as required e.g. ReceptionistExpectations
Candidates should have prior experience of managing a team and enjoy coaching othersAs the key contact for all team members and stakeholders from the business, the candidate should be a great communicator with a proactive approachThe 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 positionAttention to detailed customer orientation and High levels of initiativeProficiency in MS Office applications is essentialThis role is office based and the successful candidate will be expected to work entirely from their allocated officeThis role is expected to be a full-time roleDue 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 HRenquiries@woodmac.com