Facilities and Office Manager
SmartBear helps the world’s most recognized companies develop the world’s best applications. SmartBear has played a role in the ride you ordered, the banking app you use, the item you posted for auction, or that flight you just purchased. SmartBear's award-winning suite of testing software enables organizations to meet frequent release deadlines without sacrificing software quality, all while reducing testing costs. Additionally, our award-winning collaboration software helps development, testing and management teams work together to produce high quality software elevating a business’ ability to communicate and complete objectives more efficiently.
Due to massive growth and market success, SmartBear is continuing to hire employees rapidly to scale our company globally. The Facilities & Office Manager is responsible for maintaining the effective day to day functions of the SmartBear Headquarters Office Space in Somerville, MA. This role sits within the IT & Facilities team and reports to the Director, Global IT. Success in this role is demonstrated by meticulous management of the office space, vendors, and promoting a positive work environment.
In this role, you will have responsibilities across…
Office & Facilities Management:
• Oversee the day to day management of the office space
• Greet guests as they arrive and connect them with their host
• Make company announcements as needed via our internal systems
• Manage the full-service kitchen vendor to ensure stocking of kitchen supplies and snacks/beverages while comparing prices regularly from online vendors to ensure we are getting the best value
• Regular restock of office supplies and office furniture as needed
• Partner with IT to assist with seat/space planning and coordination of desk/office moves
• Create FedEx shipments and manage incoming and outgoing mail
• Manage vendor relationships
• Process and submit purchase orders in a timely manner
• Coordinate with other office managers globally across all SmartBear office
• Manage parking vendor in collaboration with HR for Somerville employees
• Work on facilities projects spanning all US office locations
Office Maintenance:
• Work with leasing company to coordinate badge activations and terminations
• Work with sub-leasing contacts to put in work orders for any office maintenance
• Make office announcements regarding upcoming tours or building maintenance
Event Planning/Catering:
• Plan and coordinate annual major events such as quarterly business updates, Holiday parties, Summer outing including budgeting, site selection, invitations, day of event management
• Schedule and facilitate Monthly Birthday Celebrations
• Coordinate, set-up, and monitor in-office Friday lunches
• Develop and manage menu options for in-office meals
Engagement/Culture:
• Order swag and distribute to new hires and existing employees
• Order and distribute anniversary and life event gifts
• Develop standard desk setups for each team and keep evolving
• Manage new hire desk set-up
• Order business cards
Qualifications for this role:
- Bachelor’s Degree (preferred) or equivalent experience
- 2+ years of administrative or office management experience
- Strong technological skills including Concur, Outlook, Word, Excel, and PowerPoint preferred
- Experience with creating and maintaining a budget
Behaviors & Traits Required:
- Able to understand, respect, and maintain the confidentiality that comes with the responsibilities of the role
- Excellent at multitasking
- Exceptional communication and customer service skills
- Attention to detail and excellent organization skills
- Takes initiative, self-motivated, and self-directed
- Able to deal with interruptions, manage multiple priorities and responding to changing needs and requests.
- Must be able to operate in a fast pace environment
- Represents SmartBear in a Collaborative and Positive Light as the company’s first point of contact
Life at SmartBear
SmartBear is growing and evolving into a top Boston employer! SmartBear is a market leader and has won numerous, prestigious industry awards for its software solutions, including “Top Innovator and Leader in Software Development”. Our leaders are looking for culture add employees who want to grow with SmartBear and create dynamic careers.
· Headquartered in Boston, we are growing and evolving into a best in class employer. Ranked by BuiltInBoston as a top 100 Best Places to Work in Boston 2019.
· We are a technology industry leader. SmartBear named a leader in the 2018 Gartner Magic Quadrant for Software Test Automation.
· We like our cold brew on tap, games, free food. We also get other amazing perks such as 100% reimbursement of your medical deductible, wellness stipend for sneakers or gym memberships, and a host of customizable online training courses.
· We are inventive, hungry, geeky, agile, innovative, and we have fun! “The people, culture, winning mentality and everyone pulling in the same direction is what makes SmartBear such a great place to work.” – current SmartBear employee.
About Us
SmartBear is behind the software that empowers developers, testers, and operations engineers at over 20,000 of the world’s most innovative organizations including Adobe, JetBlue, MasterCard, and Microsoft. More than 6 million people use our tools to build, test, and monitor great software, faster. Our high-impact tools are easy to try, easy to buy, and easy to use. These tools are backed by a team of people passionate about helping you create software that transforms our world. Those tools are SmartBear tools. That team is SmartBear. For more information, visit: http://smartbear.com, or follow us on LinkedIn, Twitter, or Facebook.
SmartBear is an equal employment opportunity employer and encourages success based on our individual merits and abilities without regard to race, color, religion, gender, national origin, ancestry, mental or physical disability, marital status, military or veteran status, citizenship status, age, sexual orientation, gender identity or expression, genetic information, medical condition, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), or any other legally protected status.