Office Facilities Manager

Office & Facilities Manager The Smithsonian Enterprises (SE) team is seeking a dynamic and highly organized Office & Facilities Manager in our Washington, DC location. Reporting to the SVP, Finance & Administration, the position manages the Capital Gallery (CG) office which includes administrative, clerical and reception, and mailroom support, for approximately 200 office staff members. Ensures office efficiency by maintaining common area, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment. Responsibilities include, but are not limited to, the following:Oversee day to day office activities as main point of contact in reception area, and keep management informed regularly of issues which may arise. Responsible for coverage of reception desk office hours - answer all main telephone lines and greet visitors, answer general inquiries, refer calls and visitors to the appropriate staff members, and screen and route inbound and outbound mail.Responsible for receipt and distribution of all inbound mails received from USPS, FedEx, UPS, and all other couriers, and for dispatch of outbound mail. This includes the management of the UPS and FedEx Ship accounts for staff and management of corporate shipping accounts. Manages the vendor relationship and printing of Smithsonian letter head and business cards.Oversee and maintain the mailroom, office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate deliveries when requested.Manage all aspects of space/infrastructure planning (ex: moves, additional changes to workstations) and provide answers, resources, and solutions when requested. Acts as Property Custodian (PC) for SE assets located at CGW.Liaison with Smithsonian (SI) Office of Protective Services (OPS) and Smithsonian Facilities (SIF) and CG Building Manager for support functions carried out by SI central administrative staff.Serve as Lead Safety coordinator for the SE suite and maintains up to date information for employees and distributed current safety information and instructions. Meets with newly hired employees to orient them to the Capital Gallery space and safety protocols. Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment.Serves as point of contact for requesting suite access programming for ID badges or Key Fobs. Also handles office door key requests from appropriate departments.Provide direct administrative support as needed, including scheduling appointments, meetings, and events; maintaining files systems; mailing and shipping packages; and updating contacts database and employee lists.Manages administrative (not technical) aspects of SE telephone and related services.Manages online office supply ordering process for all SE staff. Determines stock levels and manages basic office supply availability at CG.Manages relationships with suppliers of office equipment (copy machines, mailing machines, postage meters, etc.), supplies (office, paper, consumable computer supplies, recycling), and services (repairs and maintenance, parcel delivery).Manages vendor invoice process for SE CG; review, code, and approve in accounts payable system. Provides advice and guidance to SVP, Finance & Administration on improving administrative practices and procedures such as routing of correspondence, filing systems, storage of files, supplies, and work distribution. In collaboration with SVP, Finance & Administration, develops and monitors budgets and financial forecasts for SE office management functions.Maintains inventory of office furniture and equipment.Maintains staff bulletin board, ensuring that all announcements and bulletins are posted and/or distributed as necessary; removes outdated materials. Ensures all kitchens and shared conference rooms are supplied and cleaned. Arranges for periodic cleaning of carpeting on SE floors.Coordinates with SE Retail concessions on vending machines supplies and functionality.

Education and Experience/ Qualifications:To qualify for this position, applicants must possess a High School Diploma or General Education Diploma (GED) and at least 7 years of related experience (described below); or an equivalent combination of education and experience.

Experience required for this position is as follows:Proven experience as an Office Manager, or in a similar role, with a track record of effectively managing office operations. Strong organizational and multitasking skills to handle multiple responsibilities and prioritize tasks in a fast-paced environment. Exceptional communication and customer service skills and the ability to interact with employees at all levels and external stakeholders. Basic understanding of contracts, terms and conditions.Possesses strong communication skills, both verbal and written. Knowledge of ServiceNow or similar ticketing system preferred. Should exhibit strong organizational and time management abilities.The position requires a highly organized individual who works well both independently and collaboratively to achieve desired goals.Proficiency with Microsoft 365 (Word, Excel, PowerPoint, SharePoint, Teams and OneDrive) and familiarity with office management systems. Ability to operate office equipment, including printers, fax, copier machines, personal computers, and specialized video conferencing equipment, for Teams and Zoom meetings.Ability to maintain confidentiality and handle sensitive information with discretion. Knowledge of health and safety regulations and procedures to ensure a safe and compliant work environment. Salary: Up to $85,000 Commensurate with experience To apply, please email resume and cover letter, including salary requirements to: secareers@si.edu.Please include job title in the subject line. Excellent Benefit programs including Health Insurance, Life Insurance, Dental/Vision Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Program, Smithsonian Discounts, Flexible Spending Account (Health & Dependent Care) The Smithsonian Institution is an Equal Opportunity Employer. We believe that a workforce comprising a variety of educational, cultural and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. Final candidate selection will be subject to the applicant’s successful completion of a pre-employment background check and subsequent background investigation. This is not a federal position. Candidates must be U.S. employment eligible. Only candidates selected for interview will be contacted.