STAR Autism Support is looking for a Workplace Services Manager with a focus on Office Management, IT, and Safety to join our People Operations team!
Position Details
- Title: Workplace Services Manager
- Department: People Operations
- Schedule: Full-Time, Monday through Friday, regular business hours
- Location: On-Site in Beaverton, OR
- Reports to: Head of People Operations
Who Are We?
STAR Autism Support (SAS) is a family-founded educational consulting company based in Portland, OR. SAS provides curriculum materials, workshops and training to school and agency staff who work with students with autism and other developmental disabilities. Our unique and practical approach provides school districts with curriculum resources and a continuum of professional development activities to address the educational needs of student’s early childhood through post-secondary throughout the country and internationally.
At SAS our goal is to cultivate a supportive, positive and welcoming work environment where all staff can successfully thrive. We value and celebrate equity, diversity, and inclusion. Our vision of equity includes a continuous commitment to becoming an antiracist, multicultural organization. We strive to provide all employees with a culture of curiosity and continued learning.
Our People Operations team is a small and caring group of self-motivated individuals with a goal to provide excellent customer service to our employees. The contribution of each team member affects the whole each and every day.
Who Are You?
Our ideal teammate:
- Is great at keeping things organized and running smoothly, juggling multiple areas like office management, IT support, and safety programs without missing a beat.
- Knows how to make things more efficient and streamline processes, especially in a growing company.
- Is tech-savvy and ready to help out with troubleshooting IT issues, whether our team is in the office, working remotely, or in a hybrid setup.
- Communicates well and loves collaborating with teammates, vendors, and contractors, all while providing excellent customer service.
- Is flexible and enjoys adapting to new challenges as the organization and its needs evolve.
- Can switch between big-picture projects and hands-on tasks, knowing that both are key to helping us succeed in our mission.
Position Summary/Objective
The Workplace Services Manager is responsible for ensuring that STAR Autism Support is a safe, comfortable, efficient, and productive place to work for all team members, who are distributed across Northern America in remote, hybrid, and in-office capacities. This role will be responsible for facilities management, vendor relations, IT coordination, office administration, and safety programs.
Essential Functions and Responsibilities
Office & Facilities Operations
- Manages day-to-day office operations, including facilities management, vendor coordination, and office supply inventory
- In collaboration with People Operations and Finance, coordinates office maintenance, capital improvements, repairs, and renovations to maintain a safe and efficient workplace environment
- Maintains tidy and professional building and workspaces; regularly organize and clean shared spaces including but not limited to the lobby, conference room, supply storage areas, and breakroom
- Coordinates and serve as front office and reception coverage, providing direction to visiting vendors
- Responsible for gathering, organizing, and distributing inbound and outbound office mail
- Maintains positive working relationships with vendors and service providers, negotiating contracts and monitoring service quality; finding new vendors as needed
- Coordinates office events (meetings, conferences, etc.) including logistics, catering, and AV setup
- Serves as the primary point of contact for all workplace tools and employee supply requests; responsible for ordering, tracking, and keeping inventory of all workplace equipment
- In collaboration with People Operations and Finance, coordinates office space planning and allocation, including desk assignments and office moves
- Maintains accurate records and documentation related to office operations and expenditures, developing processes and systems to improve efficiency and productivity
- Serve as backup to Inventory Operations team including projects such as material production and team member supervision as needed
- Collaborates with cross-functional teams to support company initiatives and special projects as needed
Information Technology (IT)
- Serves as in-house IT help desk and liaison to our managed IT service provider; identifies recurring tickets/issues and creates easily understood resources and training for employees
- Manages all IT-related projects; ensures deadlines and goal outcomes are achieved within the allocated scope and resources; partners with IT vendors and internal teams as needed
- Collaborates with HR to provide all necessary workstation supplies, IT equipment, and software access permissions for new hires and facilitates supply return and access removal for offboarding employees
- Keeps accurate records of distributed hardware and access permissions for all standard company software, file systems, and company server
- Collaborates with IT vendors to continuously improve IT service quality and infrastructure at STAR
- Aligns all internal IT operations and process improvements to the strategic direction set by the Head of Finance and Head of People Operations
- Makes recommendations for improvement in IT systems and processes and works with Head of People Operations and Head of Finance to implement improvements
Safety Program Administration
- Oversees office security systems and procedures, ensuring compliance with company policies and safety regulations
- Serves as lead of the Safety Committee and coordinates company safety programs to promote and ensure a safe working environment for all employees
- Works with the safety committee to evaluate the effectiveness of safety programs and make recommendations for improvements and additions, reviews and recommends updates to current safety training, and makes recommendations on company safety policies
- Tracks OSHA reportable incidents and submits annual OSHA 300 report as needed
- Provides regular and engaging safety training for employees
- Collaborates with HR to respond to and investigate safety incidents
- Identifies opportunities to minimize workplace injuries, accidents, and health problems
- Shares environmental safety information with appropriate levels in the organization
- Ensures compliance with federal, state, and local safety laws, regulations, codes, and rules
- Collaborates with HR to plan policy, procedure, and communications around inclement weather and natural disaster response
Required Qualifications
- High school diploma or equivalent combination of education, training, and experience
- 4-6+ years of relevant experience (e.g., office administration, facilities management, safety program coordination, and/or IT)
- Experience with improving operational efficiency by developing and implementing new processes and systems
- Strong understanding of information technology principles and functions; ability to troubleshoot a variety of technology issues for both in-person and remote settings
Preferred Qualifications
- Bachelor’s degree in related field (business, hospitality management, information technology, etc.)
- Experience supporting distributed multi-state customer or employee groups
- Experience or interest in education support / operations a plus
Knowledge, Skills, and Abilities
Organizational KSA’s
- Strong verbal and written business communication skills
- Strong interpersonal skills with the ability to collaborate effectively
- Has a growth mindset, is curious, and interested in ongoing learning and development
- Adaptable and easily able to pivot as needed
- Strong organizational skills and attention to detail
- Self-motivated and proficient at working both independently and as part of a team
- Intermediate Microsoft office skills and competence in a digital environment
Role KSA’s
- Strong time management skills with a proven ability to meet deadlines
- Strong analytical, critical thinking, and problem-solving skills
- Excellent customer service skills to address employee needs, resolve complaints, & ensure satisfaction
- Strong ability to learn, understand, administer, and teach new hardware and software technologies
- Understanding of IT systems, networks, and infrastructure including servers and cloud services
- Strong project management skills to plan, execute, and manage multiple projects simultaneously
- Understanding of facility operations, maintenance, and safety standards
- Knowledge of office management functions and best practices
- Ability to make informed and effective decisions that align with organizational goals and priorities
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The job is partially performed indoors in a traditional office setting at a workstation with a telephone, headset, and computer. The noise level is moderate. Parts of the job are performed in a warehouse environment which at times can be cold or hot.
Physical Demands (Capability Requirements)
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to enter text or data into a computer by means of a keyboard. The employee is required to sit for moderate periods of time and is required to stand, go up and down stairs and stepladders, and to crawl under and around desks and other furniture. The employee must regularly lift and/or move between 10-50 pounds, with or without assistance. The employee is required to express or exchange ideas verbally to impart oral information and to convey detailed spoken instructions. Specific vision abilities required by this job include clarity of vision including reading small print and the use of computers. Specific hearing abilities required include the ability to hear, understand, and distinguish speech in person and over the phone.
The employee must be fully vaccinated against COVID-19 or qualify for an accommodation.
The Perks of Working With Us
Not only are you helping do good in the world, but you will be joining a team of passionate and exceptional people within a casual environment. We offer a full suite of benefits including:
- Retirement plan options with company matching
- Generous paid time off, including paid holidays and office closure days
- Paid COVID-19 sick leave
- Health Insurance Coverage (Medical, Dental, Vision, and Flexible Spending Accounts)
- Life, Disability, and Accident Insurance options
- Employee Assistance Program
We are a proud Equal Opportunity Employer. STAR Autism Support (SAS) is committed to the principles of diversity, equity, and inclusion (DEI). We celebrate the differences that make each person unique, both at work and in the communities we serve. Using evidence-based practices we strive every day to make positive educational outcomes accessible to all students and educators. This commitment is also foundational to our company culture. We acknowledge that research shows that Black, Indigenous and people of color (BIPOC) and women are significantly less likely to apply for some positions, believing they must meet every qualification as described in the job description. At STAR Autism Support, we value representation, and we are most interested in finding the best candidate for the job. We know that sometimes that candidate may be one who comes from a less traditional background. We encourage you to apply, even if you don't believe you meet every one of the qualifications described in the job description.
