Office Services Manager

Candidates who receive an offer will be required to successfully complete a background check and drug test as a condition of employment.

Job Title:
Office Services Manager

Job Location:

Westford, MA (Onsite)
Job Duration: 6 Months (Possible for extension)

Schedule:

Hours 8 AM 5 PM, Monday Friday

Job Description
Position Summary
The Office Services Manager is responsible for overseeing all office services operations, ensuring efficient workplace management, exceptional employee experience, vendor performance, budget compliance, and seamless day-to-day site operations.

Position Overview
The Office Services Manager will oversee all office operations and serve as the primary point of contact for site leadership, employees, vendors, and key stakeholders. This role partners closely with Client Site Leaders, Finance, and Real Estate Site Services (RESS) teams to ensure operational excellence, employee engagement, workplace satisfaction, and service efficiency.
Onsite presence is required. While the manager may be contacted outside business hours for facility-related emergencies, responding is optional.

Why is This Role Open?

• Additional support needed for the team.

Key Responsibilities
Site Operations & Office Management

• Serve as the primary point of contact for:
  • Local Site Leaders
  • RESS Regional Lead
  • Local employees regarding daily site operations
• Oversee all aspects of office and site operations, including:
  • Reception services
  • Security
  • Business continuity programs
  • Emergency response planning
  • Environmental Health & Safety (EHS)
  • Ergonomics programs
  • Sustainability and green initiatives
  • Food services
  • Office supplies management
  • Record retention
  • Asset management
  • Recycling programs
  • Employee satisfaction surveys
  • Transportation services

Employee Experience & Engagement

• Partner with Site Leadership and RESS teams to create a positive employee experience.
• Address individual, team, and site workplace needs proactively.
• Assist in developing action plans based on:
  • Employee survey results
  • NVIDIA Suggestion Box feedback
  • Site meeting feedback
• Support employee engagement initiatives and workplace improvements.

Project & Facilities Management

• Coordinate office moves, space expansions, and facility projects.
• Support projects involving:
  • HVAC systems
  • Electrical systems
  • Plumbing systems
• Manage occupancy planning and seating assignments.
• Work with RESS resources to identify solutions that meet business space requirements.

Vendor & Contract Management

• Oversee vendor relationships and service delivery.
• Monitor vendor performance and ensure contract compliance.
• Manage:
  • Contract administration
  • Insurance requirements
  • Risk management activities
• Ensure all vendors comply with client legal and operational requirements.

Financial & Budget Management

• Partner with Finance and RESS leadership teams to:
  • Prepare operational budgets
  • Manage site expenses
  • Forecast future costs
• Identify opportunities for:
  • Cost savings
  • Service enhancements
  • Operational efficiencies
• Support invoice processing and budget tracking activities.

Stakeholder & Client Support

• Act as liaison with landlord and property management teams.
• Coordinate visits from:
  • Internal stakeholders
  • External guests
  • Regulatory agencies
• Support corporate shipping, receiving, and global trade functions.
• Provide local support for:
  • Employee onboarding
  • New hire orientation
  • Recruitment activities
  • University relations programs

Technology & Community Initiatives

• Partner with IT to support:
  • New employee setup
  • Telecommunications
  • Video conferencing
  • Lab and site technology requirements
• Plan and manage Global Citizenship initiatives, including:
  • Employee events
  • Charitable giving activities
  • Community engagement programs

Required Qualifications
Experience

• 4-5+ years of relevant professional experience.
• Previous supervisory or shift management experience preferred.

Education

• High School Diploma or GED required.

Required Skills
Vendor Management

• Proven experience managing vendor relationships.
• Ability to monitor vendor performance and contractual compliance.
• Experience overseeing multiple service providers.

Communication & Interpersonal Skills

• Strong verbal and written communication skills.
• Ability to build positive working relationships across departments.
• Professional and collaborative approach.

Contract Oversight

• Experience administering and monitoring vendor contracts.
• Ability to ensure deliverables align with business objectives.

Operational Knowledge

• Strong understanding of office services operations, processes, systems, and procedures.
• Basic knowledge of related business functions.

Analytical & Mathematical Skills

• Ability to perform advanced calculations involving:
  • Percentages
  • Discounts
  • Markups
• Strong attention to detail and data accuracy.

Preferred Qualifications

• Knowledge of budgeting and financial reporting.
• Experience with invoice reconciliation.
• Customer-focused mindset with commitment to service excellence.
• Ability to adapt communication style for different audiences.
• Strong collaboration and teamwork skills.
• Excellent organizational and problem-solving abilities.
• Inquisitive and continuous-improvement mindset.

Software &…