Workplace Operations Manager, Chicago, Illinois, USA

Job Title

Workplace Operations Manager

Job Description Summary

Our Workplace Operations Analysts are responsible for creating a workplace environment where employees in our local offices feel safe, secure, connected, and inspired. The aim is to foster an inclusive culture that attracts, engages, and retains Agoda’s talented workforce. As a Workplace Operations Analyst, your primary objective is to ensure the seamless and efficient operation of the workspace, delivering tasks promptly and to a high standard. Your role is central to cultivating a productive, well‑organized working environment that supports the broader objectives of our clients. This includes prioritizing the wellbeing of our clients’ employees, ensuring they feel safe, supported, and empowered to perform at their best. Based in the local office, you will play a key role in supporting day‑to‑day on‑site operations and responding to local business needs. You may also be required to provide remote support to other office locations and travel when necessary to ensure consistency across all sites. In this role, you will deliver a broad range of projects, including enhancing workplace experience initiatives, strengthening health and safety programs, supporting employee onboarding and offboarding, and organizing engaging employee activities and events.

Job Description

Core Responsibilities:

Manage the operational aspects of the Facilities Management & Workplace Operations (soft & Hard) for our client, Agoda in alignment with the MSA.
Manage hubs, remote office support as well as coworking offices and requirements for Working from Home business teams. This includes site visits to ensure Workplace Operations team visibility is maintained.
Manage compliance relating to Workplace Operations
Oversee and coordinate Health & Safety activities such as (but not limited to) office risk assessments, First aid training, evacuation & fire safety awareness
Support the C&W’s sustainability objectives as well as Agoda’ s strategy of becoming the world’s most sustainable travel company by delivering sustainable offices
Finance & Cost Management - Budget control, check accuracy, facilitate finance processes, vendor consolidation, consumables and office supplies
Responsible for the vendor management of Workplace Operations (conducting monthly check in to review service delivery is aligned with KPI’s and SLA’s) Influencing the wider vendor team to meet Agoda’s objectives on a day-to-day basis
Complete periodic reviews of supply chain including spend against budget
Manage daily operations such as (but not limited to) post & legal mail processes and archived storage
Manage relationships with external partners, e.g., building management, vendors for storage, cleaning, catering and other office-related activities and needs. Negotiate and manage vendor contracts, e.g. Work with our procurement teams and vendors to get bids, determine best fits for budget and project goals. Manage upkeep of office and facilities supplies and related budgets.
Manage logistics of office reorgs and moves.
Manage other ad-hoc administrative requests and operative tasks within the office.
Enhance administrative processes by identifying improvements and implementing solutions that save time and improve accuracy.
Manage initiatives related to security and business continuity.
Support procedures for visitors; Create a brilliant first-impression by coordinating front-desk activities, offering administrative support and welcoming employees and visitors.
Partner to deliver creative and effective employee events, campaigns, and engagement initiatives that excite our employees in our local offices.
Partner across teams to plan, organize, and coordinate business events both on- and off-site.
Organize office activities and events, manage associated budget and catering or other needs.
Create and implement strategies to enhance employee engagement, satisfaction, and retention.
Manage internal communication channels to keep employees informed and engaged.
Coordinate CSR initiatives that align with company values and engage employees.
Organize volunteer opportunities, donation drives, and sustainability efforts.
Conduct new hire orientations and assist with new hire onboarding and process for departing employees.
Communicate with a range of internal stakeholders, including our global People Team, I.T., and business stakeholders.
Serve as culture ambassador including:
Leading by example to promote and embody our working environment that showcases our diverse, unique culture.
Prepare photographic and video material to share internally and externally.
Handle additional responsibilities that may be assigned based on company strategy, operation, and activities.

Qualities and Personal Attributes: Essential (unless noted as Desirable)

Business Generation, Execution and/or enablement

Uses knowledge of the business, along with relevant systems and procedures to support others and contribute to company and client objectives in achieving their financial, business and client goals.
Identifies opportunities to learn more about CW commercial environment.
Uses all available internal resources, systems and tools to help increase team productivity.
Uses all contact with clients as an opportunity to build a positive image of the C&W brand.
Identifies and improves processes, systems and work products to continually exceed internal and external client expectations.
Identifies solutions that reduce cost.
Seeks assignments and welcomes challenging activities.
Looks for new ways to differentiate CW services from the competition.
Shows initiative in identifying, and pursuing new opportunities and initiatives

Trusted Advisor and Expert

Fosters collaboration and proactive communication across all organizational levels to share information effectively.
Values diversity and welcomes the unique contributions of colleagues and clients.
Addresses issues and queries promptly and accurately, demonstrating accountability for outcomes.
Supports colleagues in meeting client needs and actively manages identified risks, with a good understanding of health and safety regulations.
Proactively forecasts and evaluates commercial and financial risks, implementing procedures to mitigate their impact.
Maintains expertise in the field and shares knowledge with others, communicating proactively across all organizational levels.
Actively listens to determine clients' critical business needs and uses this understanding to deliver timely and effective solutions.
Acts as a trusted advisor by making informed decisions and taking responsibility for outcomes, staying current in their field.

Qualifications

Degree educated – either Facilities Management, Building Services or business orientated
Proven relevant experience if no formal higher education

Knowledge

Familiarity with contemporary Workspace concepts and challenges.
Knowledge of Facilities Management processes and industry best practices
Understanding of relevant Health & Safety legislation within the FM industry
Proficiency in supply chain management principles
Proficiency in conducting monthly reporting on service delivery, compliance, and workspace activities

Skill and Experience

Proven track record in effectively managing multiple offices across regions
Possesses exceptional interpersonal skills, along with a positive "can-do" attitude, meticulous attention to detail, and a focus on customer satisfaction
Actively engages with key client contacts and office populations, prioritizing their needs and building trust through proactive communication and support
3-5 years work experience

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.

The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.

The company will not pay less than minimum wage for this role.

The compensation for the position is: $ 64,940.00 - $76,400.00

Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email Accommodations@cushwake.com. Please refer to the job title and job location when you contact us.

INCO: “Cushman & Wakefield”