Office Services Senior Manager

WHAT MAKES US A GREAT PLACE TO WORK

We are proud to be consistently recognized as one of the world's best places to work, a champion of diversity and a model of social responsibility. We are currently ranked the #1 consulting firm on Glassdoor’s Best Places to Work list, and we have maintained a spot in the top four on Glassdoor's list for the last 13 years. We believe that diversity, inclusion and collaboration is key to building extraordinary teams. We hire people with exceptional talents, abilities and potential, then create an environment where you can become the best version of yourself and thrive both professionally and personally. We are publicly recognized by external parties such as Fortune, Vault, Mogul, Working Mother, Glassdoor, and the Human Rights Campaign for being a great place to work for diversity and inclusion, women, LGBTQ+ individuals, and parents.

WHERE YOU’LL FIT WITHIN THE TEAM 

The Senior Manager, Office Services is responsible for overseeing the daily operations of the Office Services team at Bain’s Chicago office. This role ensures that employees and visitors have access to excellent office services, clean and functioning facilities, and a safe and secure environment. The Senior Manager, Office Services will supervise a team, fostering a high-performance culture and continuously improving office operations. This position also involves close collaboration with other local Chicago teams, such as Events, Human Resources, and Business Operations. The Senior Manager, Office Services is responsible for managing a team of 4 individuals including 3 office services members and a receptionist.

WHAT YOU’LL DO

Office Services

• Manages the day-to day operations of the Office Services team, fostering an environment of high performance and continuous improvement
• Develop and oversee cadence of routines, communications, and tasks with OS team to ensure employees have access to top-notch office services and perks of Bain (e.g. coffee, snacks, clean and functioning workspaces, boardroom management)
• Ensure clients/visitors feel welcome in Bain space and have the support and resources they need to have positive experiences in the office
• Work to continuously improve Office Services effectiveness and efficiency by further developing systems and process and identifying additional opportunities for team members to support needs of the office and partner team
• Collaborate closely with Events team and Leadership Services Coordinator to coordinate OS support for client needs and large-scale office events
  
  

Facilities Management

• Manage all of the physical space in the office and serve as primary point of contact for the building and vendors
• Develop and oversee cadence of audits and inspections with OS team and external vendors to ensure fully functioning physical spaces including furniture, printers, appliances, restrooms, etc.
• Support any office redesign or relocation efforts, in partnership with the SD, Business Operations and Global Real Estate group; Supports construction project and move management
• Manage the assignment of offices / spaces for levels and departments and the change to historical processes, including the change management and communications
• Ensures the optimal functioning of building systems including mechanical, fire/life safety, elevators etc.

Budget Management, Procurement, and Compliance

• Manage all OS budgeting, including spend on café supplies, office supplies, and facilities maintenance. This includes annual budget development, real-time assessment and adjustment of spend, and driving cost reduction initiatives as needed (e.g. consumables procurement
• Solicits bids, negotiates contracts, and manages vendor/landlord relationships
• Oversee all external vendors, fostering effective relationships and resolving conflicts promptly. External vendors may include cafeteria supply providers, cleaning services, building maintenance, archiving and shredding services, repair services, and others as necessary
• Ensures building and services related contract compliance (e.g. COIs, business license) and invoicing accuracy

Safety and Security

• Ensure the safety of Chicago office employees by leading the Office Situational Response Team (OSRT); Responsibilities include developing vision for safety, design/execution and maintenance of safety plan, continuous OSRT and employee training, and proactive/reactive office-wide communications on situation response
• In collaboration with the SD, Business Operations, lead the crisis management processes; this includes directing other OSRT members on their tasks and deadline, staying closely tied to the state, city and CDC guidance, and providing ongoing updates to the Americas region as needed on all OSRT matters
• Leads Crisis Management, Fire Warden and First Responder team coordination, training and drill activities
• Work closely with Director of HR on safety and security matters, including coordinating with building security

Team Leadership

• Responsible for managing a team of 4 individuals including 3 office services member and a receptionist
• Responsible for monitoring individual performance and coaching and mentoring the team to provide advice on professional and performance development as required
• Build a strong and positive team culture, driving clarity in roles, responsibilities, and expectations
• Promote One Team attitude through cross-functional collaboration with local and regional teams

Firm Leadership/Other Duties

• Participate on all Office Services monthly calls to help drive standardization and best practices across offices
• Support Senior Director, Business Operations with broader office experience initiatives, special projects, and resolving hot topics as they pertain to the office, especially when related to Office Services, Facilities Management, and Safety and Security. This could include full ownership of duties for medium-to-long term projects.
• Be a member of the Chicago Biz Ops Leadership team partnering with other members of leadership to ensure a positive employee experience in the Chicago office
• Perform additional duties as assigned or required by the role, which may require shifting typical daily hours and schedule

ABOUT YOU

• Degree in business administration, management, related field or an equivalent combination of education, training, and experience is required.
• A minimum of eight years’ experience in an office services/facilities role in a professional services firm is required
• Demonstrated line management experience and capabilities, preferably within area of office management or related field.
• A minimum of three years of people management experience with a track record of strong results
• Strong customer service orientation, meticulous attention to detail, and organizational skills necessary
• Strong analytical, problem solving, and quantitative skills
• Outstanding interpersonal, written and verbal communication skills are required
• Ability to prioritize, meet deadlines, and juggle multiple tasks simultaneously
• Ability to handle stressful situations with poise, understanding, and tact.
• Exemplary use of judgment with a strong ability to maintain a high level of confidentiality.
• Comprehensive knowledge of, and experience with Microsoft Word/Excel/PowerPoint is required
• Must live in the Greater Chicago metropolitan area and able to be in-office 5 days per week

U.S. Compensation Information 

Compensation for this role includes base salary, annual discretionary performance bonus, 401(k) plan with an annual employer contribution based on years of service and Bain’s best in class benefits package (details listed below). 

Some local governments in the United States require a good-faith, reasonable salary range be included in job postings for open roles. The estimated annualized compensation for this role is as follows:

In Illinois state, the good-faith, reasonable annualized full-time salary range for this role is between $92,500 - $111,000 placement within this range will vary based on several factors including, but not limited to experience, education, licensure/certifications, training and skill level 

For all other locations, the good-faith, reasonable annualized full-time salary range for this role is commensurate with competitive geographic market rates for this role and will vary based on several factors including, but not limited to experience, education, licensure/certifications, training and skill level

• Annual discretionary performance bonus
• This role may also be eligible for other elements of discretionary compensation
• 4.5% 401(k) company contribution, which increases after 3 years of service and is 100% vested upon start date

Bain & Company's comprehensive benefits and wellness program is designed to help employees achieve personal independence, protection and stability in the areas most important to you and your family. 

Bain pays 100% individual employee premiums for medical, dental and vision programs, offering one of the most comprehensive medical plans for employees without impacting your paycheck

• Generous paid time off, including parental leave, sick leave and paid holidays
• Fully vested 401(k) company contribution
• Paid Life and Long-Term Disability insurance
• Annual fitness reimbursements