Manager of Facilities & Administration

Phenom Introduction:

Our purpose is to help a billion people find the right work! Phenom is an AI-Powered talent experience platform that is redefining the HR tech space. We have grown into a global organization with offices in 6 countries and over 1,500 employees. As an HR tech unicorn organization, innovation and creativity is within our DNA. Come help us make every talent moment Phenomenal!

Job Description:

Phenom is seeking a skilled and experienced Manager of Facilities & Administration to oversee the maintenance, operations, and strategic planning of our office facilities and administrative functions. This role ensures that our workspaces remain safe, efficient, and aligned with business needs while managing key administrative services that support company operations. The ideal candidate will have a strong background in facilities management, vendor coordination, budget control, and administrative oversight to drive efficiency and excellence within Phenom.

What You'll Do

1. Manage the maintenance, repair, and daily operations of office buildings and grounds.
2. Ensure all facilities comply with safety and regulatory standards.
3. Assist in developing and managing budgets for facilities and administrative operations.
4. Supervise and support facilities and administrative staff, including maintenance teams, security personnel, and office support staff.
5. Collaborate with leadership to plan and optimize office layouts and space utilization.
6. Manage vendor relationships, negotiate contracts, and oversee service agreements.
7. Implement sustainability initiatives and workplace safety programs.
8. Develop and maintain emergency response and disaster recovery plans.
9. Leverage technology to improve operational efficiency, including maintenance tracking systems and office management tools.
10. Oversee minor construction, renovations, and relocation projects, ensuring timely execution within budget.
11. Oversee office management services, including front desk operations, travel coordination, and general administrative support.
12. Establish best practices for administrative processes to improve efficiency and productivity.

Other Responsibilities include but not limited to:

1. Act as the primary point of contact for all facilities and administrative concerns.
2. Work cross-functionally with departments to support organizational goals.

What You've Done:

1. 7+ years of experience in facilities and administrative management, with at least 3 years in a supervisory or managerial role.
2. Strong knowledge of building safety regulations and compliance requirements.
3. Experience in budget management and cost control measures.
4. Excellent leadership, communication, and problem-solving skills.
5. Familiarity with sustainability programs and workplace safety initiatives.
6. Experience overseeing office administration functions, including business operations and office management.

Preferred Skills:

1. Proficiency in facilities management software and technology solutions.
2. Ability to oversee multiple projects and initiatives simultaneously.
3. Strong organizational and administrative management skills.

Benefits:

We want you to be your best self and to pursue your passions!

1. Health and wellness benefits/programs to support holistic employee health
2. Flexible hours and working schedules, as well as parental leave for new parents
3. Growing organization with career pathing and development opportunities
4. Tons of perks and extras in every location for all Phenoms!

Diversity, Equity, & Inclusion:

Our commitment to diversity runs deep! Diversity is essential to building phenomenal teams, products, and customer experiences. Phenom is proud to be an equal opportunity employer taking collective action to build a more inclusive environment where every candidate and employee feels welcomed. We recognize there is more to be done. Our teams are committed to continuous improvement until these powerful ideas are ingrained in our culture for Phenom and employers everywhere!