Facilities & Office Manager

Our client is seeking a proactive and detail-oriented Facilities and Office Manager to oversee the daily operations and maintenance of a corporate office building in Palm Beach, Florida. This dual-role combines property management expertise with office administration skills. The ideal candidate will ensure the smooth operation of the office environment while managing property-related projects and maintenance tasks.

Client Details

This global investment management firm is known for its strategic, data-driven approach to hedge fund management. With a strong focus on research, technology, and advanced quantitative methods, the company navigates a variety of asset classes, including equities, fixed income, commodities, and currencies. Its disciplined investment strategy is designed to deliver consistent, long-term returns while managing risk through innovative solutions and deep market analysis. The firm values collaboration, cutting-edge technology, and a forward-thinking approach to navigating the ever-evolving global financial markets.

Description

Facilities Management Responsibilities:

• Oversee the maintenance and repair of office infrastructure, including HVAC, plumbing, electrical systems, landscaping, and general building upkeep.
• Coordinate with external vendors and contractors for repairs, maintenance, and upgrades, including after-hours or weekend work as needed.
• Conduct regular inspections to ensure compliance with health, safety, and environmental regulations.
• Manage facility-related budgets, track expenses, and negotiate service contracts.
• Respond promptly to facility-related emergencies and employee needs, resolving issues efficiently.
• Interact with local jurisdictions and property ownership to manage updates, repairs, and invoice reconciliation.

Office Management Responsibilities:

• Serve as the first point of contact for visitors and guests; answer, screen, and transfer incoming calls or field inquiries.
• Partner with third-party security contacts for visitor management and building security oversight.
• Manage office supplies and pantry inventory, including ordering, stocking, and purchasing items. Handle in-office lunch orders as provided by the firm.
• Oversee office occupancy and seating plans for regular employees and visitors.
• Work closely with on-site colleagues, including IT, to ensure all office equipment is fully operational.
• Coordinate conference room bookings and ensure meeting requirements are met, including AV setup, catering, etc.
• Maintain office cleanliness during business hours and manage vendor relationships for after-hours cleaning with a third-party provider.

Profile

• Proven experience in facilities management and office administration.
• Strong knowledge of building systems, maintenance procedures, and local regulations, with preference for experience in Palm Beach and knowledge of climate-driven maintenance needs.
• Excellent organization and multitasking skills with strong attention to detail.
• Effective communication and interpersonal skills.
• Ability to work independently and manage time effectively.

Job Offer

• Competitive salary & benefits
• Dynamic & innovative work environment
• Work-life balance
• Supportive, collaborative culture

MPI does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual's status in any group or class protected by applicable federal, state or local law. MPI encourages applications from minorities, women, the disabled, protected veterans and all other qualified applicants.