Office and Facilities Manager at 54gene

Department: Sales
Reports to: VP, Diagnostics & Country Manager

Job Description

• The Office and Facility Manager is responsible for the maintenance and upkeep of the organization’s offices and operational sites (including 54gene Laboratories) ensuring that they meet legal requirements and health and safety standards.
• S/he will be responsible for ensuring that all pertaining to the physical infrastructure of the business is running as it should, as well as identifying areas for greater efficiency and cost-saving in order to provide greater adaptability, flexibility and sustainability for the organization.

Essential Functions
Office/Facilities Management:

• Ensure smooth running of 54gene offices and sites operations
• Oversee and manage contracts and providers for services including security, parking, cleaning, catering and technology
• Supervise multi-disciplinary teams of staff including cleaners, maintenance, grounds and security
• Establish processes that support the smooth running of 54gene’s offices and facilities on a daily basis
• Ensure that basic facilities such as water, electricity and waste are well-maintained and/or disposed of
• Manage company fleet including company cars, vehicle usage scheduling, maintenance and repairs
• Ensure facilities meet government regulations and environmental, health and security standards
• Advise the business on increasing energy efficiency and cost-effectiveness
• Oversee building and sites projects, renovations or refurbishments
• Support the business to relocate to new offices and to make decisions on leasing
• Handle emergency issues that arise; including matters that breach the safety, security, or usability of Company’s facilities.
• Develop contingency plans regarding office operations

Administrative Support & Responsibilities:

• Manage staff travels and accommodation requirements in partnership with logistics and administrative departments
• Manage operational site budgets and ensure cost-effectiveness of running costs
• Draft maintenance reports and make written recommendations to management

Requirements
Knowledge, Skills & Abilities:

• Excellent interpersonal verbal and written communication skills
• Strong organizational savvy and attention to detail
• Ability to manage multiple priorities and meet deadlines
• High degree of proficiency with MS Office, including advanced email & calendar management, word processing, spreadsheet and database skills
• Proficiency in the use of standard office equipment
• Proficiency in use of voice and video conferencing software and equipment
• Ability to work independently to perform a wide range of duties under general guidance from supervisor; high level of integrity and dependability
• Cross-cultural competency; ability to work with a diverse, global team
• English fluency; proficiency in French is a plus

Education & Certifications:

• Bachelor's degree in Business, Engineering, or equivalent professional level experience

Experience:

• 3-5 years’ experience as an Office/Facilities Manager, Executive/Sr. Administrative Assistant and/or similar role
• 1-3 years of supervisory experience, is a plus  
• Demonstrated success working in a fast-paced, swiftly changing entrepreneurial environment; experience in rapidly growing companies, preferred
• Experience working in a company based in multiple locations, preferred; global experience a plus
• Experience in analyzing information and data, and compiling reports, preferred