Administrative Support Manager

Position Summary

The Administrative Support Manager is responsible for various day to day IT/Facilities operation's support. The employee acts as a project manager and coordinates and performs a high-level of diverse support tasks, managing both office and property to ensure organization and IT facilities operate smoothly and efficiently.

Essential Job Functions & Accountabilities

Facilities Management

• Manage office and facilities related vendor accounts
• Coordinate PR5 tenant needs
• Review invoices for building services
• Support Henderson sustainability initiatives via data collection and reporting
• Assist facilities manager with various administrative needs
• Purchase and stock kitchen supplies
• Assist with coordination and setup of breakfast, lunch, snacks and happy hour events at the Lenexa site
• Manage other building-wide events as requested by leadership
• Review contracts/agreements for national office services and monitor renewals and pricing
• Manage national office rent schedules, track increases, review CAM charges, track property tax cost and other service and support costs
• Advise management monthly or as needed on any status changes with leased/owned offices
• Partner with national office property management and landlord groups when necessary
• Other duties as assigned

Team Management

• Monitor IT budget, equipment leases and support contracts
• Maintain telecommunications contracts and other service agreements for all offices
• Review and process purchasing requests, confirm shipping/receiving and maintain accurate inventory tracking
• Track licensing needs, contracts and renewals and coordinate stakeholder requests
• Lead AR effort for equipment sales, reconcile retired assets and report findings to accounting
• Manage and track team budgets
• Schedule and support team meetings, events, annual reviews, touchpoints and vendor meetings
• Manage team intranet calendar including scheduling and tracking
• Oversee coordination of professional development conferences, seminars, etc.

• Manage team participation in community service opportunities

Project Coordination

• Manage or assist with coordination of various IT and facilities projects, as well as other company initiatives
• Schedule meetings, create agendas and assign action items for IT and facilities projects

• Ensure adherence to goals, deadlines and budgets

Core Competencies

Communication

• Keeps others informed conveying information clearly and with an appropriate level of detail.
• Listens attentively to others and takes an interest in what they have to say.
• Responds openly to others encouraging honest, productive communication.

Integrity

• Demonstrates consideration for the opinions, perspectives, and experiences others.
• Takes responsibility for personal actions and delivers on commitments.
• Aims to understand how actions impact others.

Quality Orientation

• Takes steps to ensure work is done correctly.
• Delivers on client expectations.
• Strives to follow policies and procedures.

Teamwork/Inclusion

• Shares time, effort, and consideration with others.
• Gets curious, takes interest, and learns from the diversity of others.
• Shows enthusiasm for team goals.

Continuous Learning

• Views mistakes and change as a growth opportunity.
• Recognizes gaps in personal knowledge and enthusiastically pursues opportunities to learn something new.
• Engages others when tackling an unfamiliar task or responsibility.

Functional/Technical Expertise

• Recognizes routine problems and identify solutions.
• Keeps up with industry and/or discipline standards.
• Maintains best practice throughout all job functions.

Required Education, Experience, Licenses & Technical Competencies

• High School Diploma or General Education Degree (GED), associate or bachelor's degree preferred
• Minimum 8 years relevant experience in office management and/or project management, industry experience preferred
• Strong customer service focus
• Exceptional leadership, organizational, time, task and resource management skills
• Excellent interpersonal/communication skills, to include strong listening, verbal and written communication
• Strong analytical and problem-solving skills
• Proven ability to work with a wide range of disciplines connected with the successful completion of projects
• Demonstrated MS Office skills (Outlook, Word, Excel, Access, PowerPoint and OneNote)
• Ability to work with PC/Windows, iPads and Dropbox
• Excellent computer and typing skills
• Ability to maintain integrity, professionalism and confidentiality at all times
• Must demonstrate proficiency in all core competencies as described and characterized in this job description

Physical & Other Requirements

• Prolonged periods of sitting or standing at a desk and working on a computer.
• Ability to read, write and communicate in English.