Office Services Manager

Job description

A mutually rewarding experience.

Work. Realize your ambitions. And realize there’s more to being in business than just making a profit. That’s the Mars philosophy. And the opportunity we offer every one of our Associates. An opportunity to take what you do and make it mean more for you, for those around you and for the planet.  What you get here is challenging, interesting work. You get the tools you need to do a great job and you get to have the best possible people on your side to help you do it. And at the same time as getting to find ways to do business better today than we did it yesterday and driving a great career, you also get to build a more enlightened business and drive sustainability.

Because it’s never just about a single person, a single project or a single brand. It’s about how you can grab everything that’s within your reach here and use it to pursue mutual, long-term gain. It’s about having ideas. And ideals. Being prepared to risk failure because the promise of success means we’ll all be a little better off. It’s that mix of integrity and ambition that makes Mars such a special place to work. And why working here is always about more than just a job.

Mars has net sales of more than $33 billion, operates six business segments including Petcare, Chocolate, Wrigley, Food, Drinks, Symbioscience, and more than 75,000 Associates worldwide that are putting its Principles into action to make a difference for people and the planet through its performance.

Mars brands include: Petcare – PEDIGREE®, ROYAL CANIN®, WHISKAS®, BANFIELD® Pet Hospital, CESAR®, SHEBA®, DREAMIES® and NUTRO®; Chocolate – M&M’S®, SNICKERS®, DOVE®, GALAXY®, MARS®, MILKY WAY® and TWIX®; Wrigley – DOUBLEMINT®, EXTRA®, ORBIT® and 5™ chewing gums, SKITTLES® and STARBURST® candies, and ALTOIDS® AND LIFESAVERS® mints. Food – UNCLE BEN’S®, DOLMIO®, EBLY®, MASTERFOODS®, SEEDS OF CHANGE® and ROYCO®; Drinks – ALTERRA COFFEE ROASTERS™, THE BRIGHT TEA COMPANY™, KLIX® and FLAVIA®; Symbioscience – COCOAVIA® and WISDOM PANEL®.

Position Title :    Office Services Manager
Reports To :       Enterprise PMO
Segment :           Petcare
Function :           S&F
Location :           Franklin, TN

Level of Role
Individual Contributor

Number of Reports
0

Purpose of Role
This position manages the Office Services, Associate Services and Mars Petcare US National Office Facilities team.  This position leverages the workplace environment to drive associate engagement while ensuring core building infrastructure, systems, and services operate safely, efficiently and effectively.  Leading facility, associate and office services teams whose primary purpose is to sustain and nurture an engaging associate environment conducive to the overall achievement of our business strategies.  Areas of focus include creating and maintaining a facility that enables collaboration, communication and the open office concept, showcasing our brands in a world class environment that helps the business drive Safety, Wellness and Associate Wellbeing.

Principle Accountabilities
• Lead for all Office Services, Facilities, and Associate Services questions, concerns, and issues for the MPC, US headquarters in Franklin.  Office services includes, cell phone management, reception, telephone answering operations, recycling, cleaning services, mail services, printers, secure storage, shredding, etc.
• Lead all office project proposals including justification, rationale, HSE impact, capital summary, financial summary, headcount analysis, capacity analysis, layouts, team composition, timelines and execution.
• Responsible for the Site Safety of the Mars Corporate Offices in Franklin, Tennessee.
 o Ensures proper functioning of office services through ongoing inspections and maintenance with the Corporate Safety department.
 o Manages the site security guard service
 o Develops, maintains, and enforces associate and facility security policies and procedures in conjunction with Personnel & Organization, Mars Security & Safety Department and other relevant business entities.
 o Manages Emergency coordination and scheduling of First Aid/CPR classes, fire, and tornado drills with local fire department and Duke Realty in conjunction with the Corporate Safety Manager
 o Manages the badging system and audits processes and systems the support site entry.
• Manage the Office Services team, consisting of 1 non-exempt associate and 10 contractors.
• Manage the facility and office services budget (in excess of $3 million dollars annually).
• Lead for Business Continuity Management for the Corporate Offices and the Mars Global Innovation Center in compliance with the Mars, Inc.  Facilitate the yearly roundtable to review the BCM plan.
• Manage archiving of vital business records, lead Records Retention program, and records destruction.
• Manages Mobile Device Process all of Mars Petcare US.
• Manage vendor relationships for all goods and services impacting the facility.  Partners with Commercial on vendor selections, forecasting, payable and accruals, and identifying efficiencies and quality of service.  Enters all facilities purchase orders and processes all facilities invoices.
• Champion for office space design/changes including stakeholder (PLT) alignment, physical property changes, desk moves, special project team needs, etc.
• Lead for any project related to office services, including any new office plans, campus initiatives, continuous improvement, policy development, including for zero landfill waste.
• Partner with TNT and SLIC to ensure services are provided in the most economical manner.
• Evaluate services, upgrade offerings and /or equipment to meet the needs of our business.
• Partner with Central Engineering to obtain MEB funding for identified capital projects impacting the safety, functionality and effectiveness of the National Office.  Manage assigned CAB/MEB budget items to ensure projects are done on-time and within budget.
• Identify opportunities to advance business technology that improve the effectiveness, efficiency and engagement of associates.
• Develops, implements, and ensures compliance for office policies.  Ensures compliance with company dog policy and proper vaccination of Mars Associate Pets.
• Drive office policies and procedures, compliance with corporate procedures and policies, and create a secure, safe and effective work environment for associates.
• Propose process changes, creating new as needed, and holding others accountable for compliance. 
• Communication to all associates new or changed office policies and information related to office services.
• Special projects as assigned. 

Decision Making
• Develops project timelines and identifies resources necessary to complete projects.
• Assigns projects to approved vendors.
• Assigns workplace related services and equipment.
• Manages a $3 million operating budget and MEB budget

Knowledge & Capabilities
• Team leadership experience
• Experience in Facility, Office and Administrative Services Management
• Experience in Office Safety
• Effective Influencing, communication, and budget management experience
• Experience managing capital projects

Sphere of Influence
• Engages and influences PLT and P&O Leadership to advance office services and facilities initiatives.
• Manage the vendor evaluation and selection process for building services contractors and office equipment suppliers to ensure least cost/highest quality options are selected that drive a clean, safe and efficient workplace environment.
• CAB/MEB budget management
• Primary liaison between IT and site for all facility projects that impact the site.
• Implement technologies to improve the effectiveness and efficiency of office services.

Critical Competencies
• Motivating Others
• Approachability
• Conflict Management
• Listening
• Customer Focus
• Command Skills
• Dealing with Ambiguity
• Integrity and Trust

Minimum Qualifications
• BA/BS Degree required
• Three to five years facilities management experience in a large site required
• Experience handling vendor evaluation, selection and management of a variety of outsourced services

Mars is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. The company is pleased to provide such assistance, and no applicant will be penalized as a result of such a request.