Title
Office Operations Team Lead
Location
Washington DC
Department Name
Global Human Resources
Pact Overview
Pact Overview
At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 42-year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.
Pact’s promises are fulfilled in partnership with local communities. Our integrated approach to building the capacity of local organizations, developing good governance and cultivating markets is carried out by individuals who adapt our expertise to their own environments and challenges.
Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems, and transforming markets into a force for development.
Department Overview
Pact exists to help create a world where those who are poor and marginalized exercise their voice, build their own solutions, and take ownership of their future. The Office Operations Team Lead is a member of the Shared Services department, who contributes to realizing this organizational purpose by:
•Creating administrative policies and processes that enhance the efficacy of the office workflow and organizes resources around good ideas.
•Continuously realign aspects of the organization’s support services to facilitate and reinforce the strategic initiatives.
•Building and maintaining a travel policy and process that adheres to regulations and at the same time supports the complex needs of employees required to travel.
•Planning events that celebrate enhance and promote employee wellness, Pact culture, and partnerships.
•Supporting the flow and distribution of information accurately and efficiently.
Position Purpose
As Pact’s Office Operations Team Lead, you are a spectacular go-getter who is resourceful and proactive. You are creative, organized, and a problem solver. There’s no task too small or too big for you to handle when it comes to making Pact an awesome place to work. You oversee day-to-day office needs while maintaining and fostering our strong, positive, and collaborative organizational culture. This position is responsible for guiding and supervising the Shared Services team and activities related to office operations, travel, consultant and facilities management, including procurement of supplies and equipment and contracts with outside vendors.
Key Responsibilities
Team Leadership & Customer Service
•Inspire, champion and spread a culture of shared success that makes true our belief that every imaginable problem has a solution and that when we dedicate ourselves to pursuing it, our efforts are rewarded with a better world.
•Direct, develop, and motivate members of the Shared Services team.
•Oversee the proper execution for engaging and documenting US consultant agreements.
•Support and partner with the Human Resources Department in posting jobs, scheduling interviews, creating and delivering new employee orientation and coordinating office assignment and set up.
•Draft and communicate all staff announcements pertaining to building access, weather, holiday closings, etc.
•Respond to requests from colleagues and field offices through management of the Shared Services online request portal.
Administrative Operations
•Recommend, draft and oversee administration policies and procedures, including, but not limited to facilities, travel, document retention and office management.
•Direct and exercise oversight of inventory of all fixed assets assuring accordance with federal regulations.
•Develop and implement standards for file management (e-files, computer files, permanent files, etc.) including offsite/onsite storage management.
•Direct day-to-day office procedures ensuring smooth and efficient operations.
•Plan, coordinate and support office events and meetings including conference room schedules, service of food and drink, installation and de-installation of events, material preparation, and hoteling for visitors.
•Oversee and coordinate travel activities; including managing Pact’s primary travel vendor.
•Direct and lead all items as they relate to facilities management including; lease management, telecommunications and data voicemail systems, office printers, building maintenance and construction management, mailroom management, printing and distribution of materials.
•Anticipate and plan contingencies for emergencies that may affect domestic office operations (e.g. long-term power failures, inability to access the office due to natural disasters or terrorists acts, etc.).
•Deliver ethical, professional, and effective purchasing services and support leveraging Pact’s buying power through supplier management, contract negotiation, adoption of technologies and collaborative buying.
•Promote Pact’s commitments to supplier diversity, the local business community, and the environment.
•Performs other duties as assigned.
What you’ve achieved (Basic Requirements)
•3+ years of experience in office management.
•BA/BS degree (or equivalent experience).
•Administrative experience supporting a fast-paced office environment in a medium-sized organization.
•Demonstrated track record of dependability and consistency.
•Impeccable writing and communication skills and ability to problem-solve difficult issues.
•Proven ability to choose the best course of action and make decisions in line with the strategic initiatives of the organization.
•Willingness to work on tasks outside of his/her comfort zone to get the job done.
•Proven track record in managing confidential information with discretion.
•Experience in project management with proven ability to multi-task and manage changing priorities.
•Good negotiating and organizational skills.
About You
•You’re positive and cheerful and you love to make people smile.
•You’re passionate about building a standout company culture.
•You’re solution-oriented and proactive.
•You never drop the ball when it comes to details.
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