Office Manager

The Role At AMS, we recognize that exceptional talent isn’t defined by job titles—it’s driven by skills, mindset, and the ability to make an impact. As a Specialist – Facilities, you will play a vital role in creating an outstanding workplace experience while ensuring the seamless operation of our office environments. Acting as a key ambassador for AMS, you will be responsible for delivering exceptional customer service to employees, visitors, vendors, and external partners while supporting the day‑to‑day management of our facilities and workplace operations through the ServiceNow platform. In this dynamic and highly visible role, you will help ensure our offices remain safe, efficient, and fully operational. You will serve as the first point of contact for visitors, coordinate with third‑party service providers, and support a wide range of business‑critical functions that contribute to the success of our global operations. Your responsibilities will span facilities management, health and safety administration, mobile device management, room and workspace coordination, systems administration, CCTV monitoring, office engagement initiatives, and creating an outstanding workplace experience for all. You will also play an important role in maintaining operational excellence through reporting and analysis of key Facilities KPIs, including property metrics, office attendance data, and other workplace performance indicators. What you will do Resolve internal and external Facilities requests via ServiceNow, in line with KPI Offer guidance to Facilities Coordinator for resolving complex requests, and support with trainings Manage reception desk including incoming calls and acting as the first point of contact for all visitors Ensure all employees visiting the office are signing in daily via the Sign In App Proactively suggesting process improvements and flag any problems or risks Administer and support mobile phones, including device provisioning, distribution, billing management, troubleshooting, and issue resolution. Partner with telephony providers to optimize service plans and serve as the primary escalation point for mobile‑related issues Review and update internal manuals and processes Ensure excellent record‑keeping of documentation pertaining to Global Facilities Manage relationships with internal and external stakeholders, including third party vendors Demonstrate commercial awareness by researching alternative suppliers / vendors to reduce costs and expenditure Track and manage facilities expenditures against the annual budget, proactively identifying and implementing cost‑saving opportunities to maximize operational efficiency throughout the year Conduct regular floor walks to identify maintenance, safety, and operational issues, coordinating with building management to ensure timely repairs and a safe, well‑maintained workplace Manage and maintain inventory of office supplies, kitchen provisions, and stationery, proactively replenishing stock and coordinating orders to ensure uninterrupted office operations Oversee the cleaning/maintenance schedules for the office Support office Health & Safety e.g., First Aid or Fire Evacuation procedures and review documents, escalating where appropriate Organize and deliver communications across regional offices, ensuring employees are informed of office updates, workplace issues, visitor announcements, upcoming events, and engagement activities Create professional flyers, digital signage content, and presentation materials using Canva to support office communications, events, and employee engagement initiative Support, lead, and coordinate in‑office and off‑site engagement activities and events in collaboration with the local Community Connections team (planning committee), ensuring successful planning and execution Create and manage Microsoft Forms registration and survey tools to support office events, employee engagement activities, and workplace initiatives, while tracking participation and responses Support monthly Cleveland community calls by coordinating updates from other functions and presenting key information on events, activities, and office initiatives Lead ad‑hoc Facilities projects and continuous improvement initiatives Ensure compliance with local global Health and Safety regulations as well as AMS policies and procedures and meet ISO standards Ensure workplace incidents are accurately documented, thoroughly investigated, and resolved through implementation and follow‑up of corrective and preventive actions Support internal and external audits Support maintenance and improvements of the Facilities AMS platforms Deputize for and support Team Leader/Manager Hybrid Work Arrangement This is a hybrid role working 3‑4 days onsite per week at our AMS Cleveland office. You’ll Need to Demonstrate Exhibit flexibility and adaptability, thriving in dynamic team environments Engage collaboratively within team settings, bringing an outgoing and positive approach Apply strong stakeholder management skills, building and maintaining effective working relationships Utilize tools such as Canva, PowerPoint, ServiceNow, Outlook, and MS Teams to support communication, coordination, and service delivery Behavioral Skills Issue Resolution – proficiency level 3. Service Excellence – proficiency level 3. Accepts and Adapts to Change – proficiency level 3. Partnering with Colleagues – proficiency level 2. Attention to Detail – proficiency level 2. Technical Skills Compliance and Regulatory Knowledge – proficiency level 3. Budget Management – proficiency level 1. Why AMS? At AMS, we come from every walk of life – and that’s what makes us unique. Our culture is open, inclusive and built on trust. We empower our people with the flexibility and autonomy to work in ways that bring out their best. We offer career opportunities in every direction you want to explore. Benefits Growth and development focused on your strengths A team that values being Passionate, Bold, and Authentic Supportive communities such as our Employee Resource Groups (ERGs) Volunteer day – you get one additional paid day off each year to volunteer for a cause that matters to you For this role, the initial expected remuneration is $49,970 USD – $65,800 USD, plus applicable benefits. This range is specific to the advertised locations and may not be applicable to other locations. Medical/Rx, Dental, Vision, Spending Accounts, Life, Disability, Voluntary Benefits, 401(k), Paid Holidays/Vacation/Sick Time, Paid Parental Leave, Performance Bonus EEO Statement We’re committed to creating an environment where everyone feels a sense of belonging. We welcome applicants from all backgrounds and encourage people with diverse skills, perspectives, and experiences to apply. We do not discriminate based upon age, disability, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, or any other applicable legally protected characteristic. If you require any accommodations or have any accessibility needs, please reach out via email View email address on click.appcast.io or let a member of our Talent Acquisition team be aware at any time. #J-18808-Ljbffr