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Administrative Operations Manager

vor 2 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 organization with a workforce of 36,000 individuals across more than 70 countries, all committed to enhancing quality of life.

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

Role Overview:

The Workplace Operations Principal Coordinator is tasked with facilitating and ensuring the execution 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 ensure an outstanding workplace experience characterized by high user satisfaction levels.

The position reports 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

Key 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.

Responsibilities include ensuring that the designated workspaces function in accordance with User Experience Standards and Standard Operating Procedures, while also meeting all compliance requirements and Key Performance Indicators.

The Workplace Operations Coordinators play a vital role in liaising with key Arcadis contacts, including enabling functions, to guarantee an efficient and effective workplace service.

Principal Accountabilities:

  • Ensure the execution of workplace operations aligns with the Workplace Promise, User Experience Standards, and Standard Operating Procedures.
  • Deliver all FM and workplace administrative services across the designated portfolio, including self-delivery as necessary.
  • Provide coaching, support, and guidance to team members.
  • Monitor financial performance, including budgeting, reporting, and managing variances and corrective actions.
  • Manage performance reporting and KPI metrics across the allocated office portfolio.
  • Support audit programs and address non-conformities until resolution.
  • Oversee local suppliers to ensure compliance with job and contract requirements, as well as Arcadis standards.
  • Ensure adherence to health and safety, quality, sustainability, and security requirements while building relationships with relevant Arcadis functions (SHEQ).
  • Ensure compliance with all relevant legislation, codes of practice, and Arcadis standards.
  • Collaborate with enabling functions to enhance effectiveness and efficiency.
  • As a key team member, support and encourage the broader team, including development, innovation, and improvement initiatives, while providing feedback on operational requirements and standards.
  • Assist with workplace projects within the properties as needed.
  • Ensure effective implementation of emergency and crisis response protocols.

Qualifications & Experience:

Knowledge:

  • Comprehensive understanding of FM and workplace practices acquired through substantial experience in a similar environment.
  • Experience in FM workplace health and safety and environmental compliance activities.
  • Familiarity with FM workplace contractor management processes.

Skills and Experience:

  • Ability to inspire, coach, and guide colleagues.
  • Takes responsibility for a diverse workload.
  • Hands-on experience in a dynamic FM or workplace operations environment.
  • Proficiency in written and spoken English, along with the local language.
  • Excellent communication skills for developing and maintaining key relationships across Arcadis and the supply chain.
  • Comfortable working independently as well as collaboratively within a larger team.
  • Strong customer service orientation.
  • Ability to cultivate effective relationships with stakeholders.
  • Familiarity with general IT systems and those utilized in delivering workplace services.

Personal Attributes:

  • Customer-focused.
  • Capable of recognizing the broader team needs.
  • Quick to establish internal and external relationships.
  • Confident and articulate.
  • Able to address issues promptly and effectively.
  • Proactive in taking initiative and seeing solutions through to completion.
  • Flexible and willing to travel as required.
  • Skilled in prioritizing and managing personal workload.

Aligned with the Arcadis Leadership model, we seek individuals who embody our leadership success profile, fostering a culture of inclusion, accountability, human-centricity, and sustainability. Successful candidates will demonstrate strong learning agility, complemented by a balanced mix of curiosity, drive for success, and passion.