Assistant Operations Manager
TransPerfect’s Operations Team consists of six Managers, a Front-end manager, Back-end manager, EU Operations Manager, APAC Operations Manager, Real Estate and Construction Manager, and a Facility Manager. These managers and their staff are responsible for Global Operations.
Front End - is responsible for the front desk area (reception), mail, deliveries, shipments and other special projects.
Back End – is responsible for all back-end operations such as phone systems, billing support, copiers, mailing machines, etc.
External – is responsible for operations/IT support to offices outside New York and especially outside the United States.
EU - is responsible for all back-end operations such as phone systems, billing support, copiers, mailing machines, etc. and front desk area (reception), mail, deliveries, shipments and other special projects in the EU.
APAC - is responsible for all back-end operations such as phone systems, billing support, copiers, mailing machines, etc. and front desk area (reception), mail, deliveries, shipments and other special projects in Asia.
Real Estate and Construction – is responsible for the global real estate needs including space planning, scenario analysis, comparative analysis, etc.
Assistant Operations Manager – Real Estate and Construction is an integral position within the company in that this person works directly with the Sr Operations Manager of Real Estate and Construction forming the two person team that is responsible for selecting, building-out, and supporting the company’s global leased office facilities.
Job Duties (as part of two person team)
- Real Estate Leasing
- Work with brokers to gather information related to real estate alternatives
- Analyze real estate options considered for lease and make recommendations
- Coordinate with brokers, local company contacts and management to facilitate tours and obtain meaningful input from stake holders
- Summarize pertinent data into executive summary formats for presentation to COO and Principles
- Create test fits for potential leased properties in CAD
- Develop cost comparisons
- Make recommendations
- Work with brokers, internal legal department, external legal counsel and operations management to get negotiated lease prepared for signature
- Lease Management
- Ensure occupancy related costs and payments are correct and tracked
- Ensure that appropriate notices are dealt with for renewals and terminations
- Ensure that free-rent agreements are adhered to
- Coordinate Construction Projects
- Work with contractors and other vendors and create a comprehensive project schedule
- Create finish plans for architects and contractors
- Work with furniture vendors on furniture purchase and layout
- Purchase appropriate furniture
- Coordinate all tenant vendors as it relates to construction projects including but not limited to:
- Low voltage cabling vendors
- Phone systems and service
- Movers
- Furniture installers
- Coordinate all tenant vendors as it relates to vacating old premises including but not limited to
- Cabling removal if required
- Phone system move
- Phone service transfers/moves
- Movers
- Rubbish removal
- Final cleaning and/or restoration (to meet lease requirements)
- Global Telephone/Internet Services
- Establish back-up telco and data at all company offices
- Document procedures for switching to/from back-up providers
- Ensure that such back-up is posted in each office
- Conduct drills regarding back-up
- Conversion to cable company-wide
- Set-up services
- Coordinate with and work with vendors to fix outages
- Establish standards for external office (revise as required)
- Décor & finishes
- Equipment
- Furniture
- Get competitive bids for all expenditures
- Financial analysis
- Product analysis
- Cost/Benefit analysis
- Order items for external offices
- Vendor management
- determine if changes in marketplace mean we should make changes
- Keep list of authorized vendors for each type of service/local
- Maintain an open line of communication with other departments, TPT offices – enabling Operations to successfully support the growing network of offices
- Special Projects
- Other reporting as requested by management or principles
Qualifications
- Bachelor’s degree or equivalent in Industrial Engineering or very similar program
- Strong problem solving abilities
- Strong quantitative analysis skills
- Excellent attention to detail
- Flexible hours (only occasional) to accommodate construction projects, moves and other off-hours needs
- Able to perform in high pressure situations
- Proficient with MS Office, including at least intermediate level knowledge of Excel (including formulas and functions)
- Superior written and spoken communication skills