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Administrative Operations Manager

vor 3 Monaten


Berlin, Berlin, Deutschland Arcadis Vollzeit

Job Title: Office Manager (w/m/d)
Reference Number:
Location: Berlin

As a member of Arcadis, you contribute to delivering world-class sustainable design, engineering, and consultancy solutions for both natural and constructed environments. You are part of a global workforce comprising thousands of professionals across numerous countries, all dedicated to enhancing quality of life.

Every individual plays a crucial role. With the collaboration of many inquisitive minds, we can continue to tackle the world's most intricate challenges and create greater impact together.

Role Overview:

The Workplace Operations Principal Coordinator is tasked with facilitating and ensuring the fulfillment of the Workplace Promise and User Experience Standards through the provision of quality-assured operational services across designated office locations.

This role involves managing the Arcadis team and contractors within the assigned portfolio to deliver an outstanding workplace experience characterized by high user satisfaction levels.

You will report to the Workplace Operations Specialist or Senior Specialist.

Key Interfaces:

  • Workplace Operations Specialist / Senior Specialist
  • Local and National Workplace Teams
  • Arcadis Colleagues and Visitors
  • Office Directors
  • Local Supply Chain Operational Contacts
  • Enabling Services such as Procurement, Technology, Finance, ESG, SHEQ
  • Landlord Operational Contacts

Responsibilities:

The Workplace Operations Principal Coordinator is accountable for overseeing a Workplace team and the supply chain, ensuring that all users of the designated workspaces receive a premier experience.

Key Responsibilities include:

  • Guaranteeing the delivery of workplace operations in alignment with the Workplace Promise, User Experience Standards, and Standard Operating Procedures.
  • Effectively managing all Facilities Management and workplace administrative services across the designated portfolio, including self-delivery as necessary.
  • Providing coaching, support, and guidance to team members.
  • Monitoring financial performance, including budgeting, reporting, and managing variances and corrective actions.
  • Reporting on performance and managing Key Performance Indicators across the allocated office portfolio.
  • Supporting audit programs and addressing non-conformities until resolution.
  • Managing local suppliers to ensure compliance with job and contract requirements, as well as Arcadis standards.
  • Ensuring adherence to health and safety, quality, sustainability, and security requirements while building relationships with relevant Arcadis functions.
  • Complying with SHEQ, relevant legislation, codes of practice, and Arcadis standards.
  • Collaborating with enabling functions to ensure operational effectiveness and efficiency.
  • Supporting and encouraging the wider team in development, innovation, and improvement activities, while providing feedback on operational requirements and standards.
  • Assisting with workplace projects within the properties as needed.
  • Implementing effective emergency and crisis response arrangements.

Qualifications & Experience:

Knowledge:

  • Comprehensive understanding of Facilities Management and workplace practices acquired through relevant experience in a similar setting.
  • Familiarity with health and safety and environmental compliance activities within Facilities Management.
  • Experience in managing Facilities Management contractors.

Skills and Experience:

  • Ability to inspire, coach, and guide colleagues.
  • Capacity to manage a diverse workload effectively.
  • Hands-on experience in a dynamic Facilities Management or workplace operations environment.
  • Proficiency in written and spoken English, along with the local language.
  • Strong communication skills to foster and maintain key relationships across Arcadis and the supply chain.
  • Comfort in working independently as well as collaboratively within a team.
  • Excellent customer service capabilities.
  • Skill in developing effective stakeholder relationships.
  • Familiarity with general IT systems relevant to Workplace service delivery.

Personal Attributes:

  • Customer-focused mindset.
  • Ability to recognize broader team needs.
  • Quick to establish internal and external relationships.
  • Confident and articulate communicator.
  • Capable of addressing issues promptly and effectively.
  • Initiative-driven, with a commitment to seeing solutions through to completion.
  • Flexible and willing to travel as necessary.
  • Strong prioritization and workload management skills.

Aligned with the Arcadis Leadership model, we seek individuals who embody our values of inclusion, accountability, human-centricity, and sustainability. Successful candidates will demonstrate strong learning agility, curiosity, a drive for success, and a passion for their work.