Office Operations Specialist - Nashville - SoftwareOne
Nashville, TN 37219
About the Job
Job Summary
The Office Operations Specialist plays a critical role in our company’s success and their strength lies in building deep partnerships with employees, customers, sales and their teams, and our vendors ensuring that all interactions with the company are uplifting and inclusive. This role will drive purpose for SWO’s Nashville office, allowing our employees, community, customers, and partners to utilize the space to its fullest potential.
As the first person our employees and customers will have contact with, your positive, friendly, and warm greeting puts people at ease and makes them feel welcome. In between assisting visitors and supporting our marketing, sales, services and support departments, your day will be fast paced, challenging, and rewarding. This role is made for those with excellent people skills and a passion for positivity.
This is an in-person position located in Nashville, TN. This role is in-office five days/week.
Role & Responsibilities
- Cultivate Culture: Create an office culture that promotes our core values and supports productivity and fun. Keep communication open with P&C office on the cultural pulse of the office.
- Employee Recognition: Coordinate employee recognition events or tasks in conjunction with local leadership and corporate internal leaders
- Office Management: Oversee all administrative duties in our Nashvilleoffice and P&C related requests to ensure that office isoperatingsmoothly
- Interoffice Collaboration: Partner with the internal Marketing, Sales,Strategic Support Team, and HR teams to enhance the office experience and forge an emotional connection between employees and the brand
- Office Supply Management: Manage office supplies inventory and place orders as necessary
- Mail Management: Oversee receival and sorting of incoming mail and deliveries, and manage outgoing mail
- Governance:Ensure office policies and procedures are implemented appropriately
- Budget Management: Manage office budget
- Local Event Management: Liaise with Office Operations, Presidential Admin & Leadership Event Coordinator,and Event Specialist in coordinating and executingon-site corporate events, such as but not limited to company-wide catered lunches, meetings, lunch and learns, recruitment activities, leadership offsites, or customer meetings
- Meeting Management: Support in-office meetings by addressing the needs of the participants which could include meeting room set up, supplies, food and clean-up
- Venue Oversight: Liaise with Office Operations & Event Specialist in securing local event venues as required
- Continuous Improvement: Tirelessly strive to improve the office experience, recognizing areas of need, and formulating plans to execute solutions
- Stakeholder Management: Maintain relationship with facilities management and establish vendor contracts to address facility-related issues or needs (plants, light bulbs, AV maintenance, replacement, etc.)
- Kitchen Management: Oversee kitchen management, stocking beverages, snacks, and supplies on a regular basis
- Interoffice Collaboration: Work with leaders to support department needs and cross-departmental collaboration
- Request Management:Manage requests from employees and leaders related to administrative tasks
- Onboarding Support: Assisting with new hire onboarding and departure activities
- Emergency Management: Point of contact for emergency situations and notification back to P&C
- Wellness Activity Management: Coordinate with P&C to facilitatein-office health and wellness activities or other P&C activities (such as wellness fairs, benefit vendor visits, DEIB events, etc.)
- Reception: Greeting applicants and employee visitors
- Safety & Issues Reporting: Reporting safety or workers compensation incidents, and employee relations issues or concerns to P&C
- Compliance Management: Ensuring federal and local required postings are up to date and displayed
- Involvement: Participate on the safety team and culture team
Success Criteria
• Office admins support request completion rate
Organizational Alignment
Embrace the Strategic Support Team's Guiding Principles:
- Prioritize Our Customer's Needs
- Foster Team Development
- Uphold Governance & Service Standards
Uphold our leadership mantra: Accelerating Success, Making Your Job Easier.
This role reports to the Strategic Program Director. It has dotted-line reporting to the supported NORAM VP(s).
What we offer
- Generous pay with a bonus structure
- Independent environment without a lot of red tape where you are empowered to make decisions
- Substantial benefits package that includes:
- Medical coverage with competitive employer contributions
- Voluntary coverage including Dental, Vision, Pet, Legal, Identity, Accident & Critical Illness
- 401k program with employer matching 50% up to the first 10% of employee’s contributions
- Wellness Program, EAP, concierge services
- Abundant paid time off that includes paid holidays, floating holidays, your birthday off, a volunteer day, and vacation time
- Employee stock purchase plan
- Learning and development opportunities galore
- Tuition reimbursement
- And much more!
· Winning culture, inclusive environment, and friendly people all over the world
· A remote-friendly organization, with colleagues working remotely either part or full-time
What we need to see from you:
What you offer
- Bachelor’s degree in business administration, communications, related field or equivalent work experience
- 3+ years of work experience in an admin/office management role
- Demonstrated ability to being an integral part of building a positive, productive, professional and fun office culture
- Must have exceptional attention to detail
- Strong organization and time management skills, and ability to prioritize
- Must be a team-player with high energy, a positive attitude and the ability to quickly build rapport and trust with internal and external clients
- Must be a self-starter and driven
- Ability to think creatively
- Excellent communication and interpersonal skills
- Strong problem-solving skills and analytical abilities
- Ability to multi-task and prioritize in a fast-paced and dynamic work environment
- Proven track record of partnering with cross-functional teams
- Performs well under pressure/deadlines
- Professional appearance and manner
- Must have ability to lift, carry and move up to 25 pounds
- Physically located in Nashville
The preceding job profile has been designed to indicate the general nature and level of work performed by associates within this role. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required. Additional duties may be assigned and may be subject to change at any time due to reasonable accommodation or other reasons.
Target compensation for this role will be $60k-65k (mix of base salary and variable) and will be determined based on candidate qualifications, experience, and location.
We are not able to consider candidates residing in the state of Hawaii currently.
Why SoftwareOne?:For over 30 years SoftwareOne has been the foundation for organizations around the world for their technology solutions. With changes in the market from on-premises to cloud we have always been one step ahead. Underpinning our transitions and evolutions are our seven core values which we expect from all our current employees and look for in our future colleagues. The global nature of our organization allows us to adapt and commit to these values unique to the culture and business needs of each location.
What you should know about us:
Strip away everything. Strip away our brand, strip away our buildings, strip away our offices. What are we left with? Our people. This is what makes SoftwareOne successful.
Passionate people who live and breathe our values every day, who delight our customers, every day, and who go above and beyond, every day. Our culture is unique, and I believe that having the right people, and empowering them to succeed, is the absolute key to our success. -Patrick Winter, Founder.
What we expect from our employees:
Success at SoftwareOne is not defined by what you do for yourself, but by what you deliver for our customers, the business and for the employees around you. SoftwareOne employees are energized, agile and are laser focused on delivering world-class Customer Satisfaction and results. Our leaders motivate and inspire their teams and provide a working environment that delivers incredible levels of Employee Satisfaction. We are Humble, have a remarkably high degree of Integrity and are simply not interested in politics. Our leaders operate with a high level of Discipline but are able to work at Speed manage change in a global economy.
At SoftwareOne, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
“With employee satisfaction as one of our core values, we are passionate about diversity and are committed to creating an inclusive environment for all our employees. We want every employee to have the greatest experience of their career.”
Accommodations:SoftwareOne welcomes applicants from all backgrounds and abilities to apply. If you require reasonable adjustments at any point during the recruitment process, email us at reasonable.accommodations@softwareone.com.
Please include the role for which you are applying and your country location. Someone from our organization that is not part of the decision-making process will be in touch to discuss your specific needs and we will make every effort to accommodate you. Any information shared will be stored securely and treated in the strictest of confidence in line with GDPR.