Operations Support Manager

RBC • Raleigh, NC

4d

About The Position

What is the Opportunity? Leads operational support for the Chief Operating Office including overseeing mail activities and coordinating all aspects of office and facilities operations, including office space and equipment management and third party supplier management. What will you do? Mail and Courier Operations Responsible for oversight of the RBCB mail program including efficient mail receipt, distribution and outgoing postage. Oversees and maintains inventory of outgoing and pre-paid postage, envelopes and other related supplies. Reviews and reconciles UPS/FedEx Shipping invoices for all RBC Bank locations, ensure accuracy and appropriate cost center allocations are assigned. Maintains employee access to RBC Banks UPS Account. Office Management Manages facility/equipment/appliance care, maintenance and replacement, as required, remediating issues that arise. Places work order tickets with the property management group, RBC CRE, RBC Physical Security and/or third party suppliers for execution/resolution (i.e., kitchen appliances, office equipment, water damage/leaks, security (door locks, rekey), special cleaning needs, etc). Performs weekly walk abouts to proactively identify issues or required maintenance. Responsible for office equipment/copy machines operations and maintenance, including replenishment of toner, paper stock, etc. Performs minor onsite maintenance, i.e. toner replacements, printer paper jams, appliance filter changes, etc., and oversees vendor maintenance and repairs. Management of the recycling and document shredding pickup schedule, and the Oasis food/beverage vendor schedule for the Raleigh office. Works with SMT and team leaders to ensure effective and efficient floorplan management/space utilization, physical moves of people and equipment and assigns new hire work space. Works with RBC Bank Corporate Real Estate for workspace occupancy planning and cost center reconciliation (annually). Coordinating with IT to ensure video and audio equipment is in good working order. Liaison for Jones Lang LaSalle (JLL) and RBC Physical Security Group regarding any onsite facility business needs. Safety and Security Onsite Health & Safety Coordinator – Responsible for employee emergency and evacuation event awareness, conducting a regular cadence of educational sessions and drills to ensure readiness in the event of an onsite evacuation/emergencies. Coordinates with the Bank’s Business Continuity Management Officer for event planning and execution. Building management point of contact for drill planning and unannounced evacuation/emergency events. Maintains a log of incidents, accidents and other security and safety issues for reporting purposes. Ensures required employee bulletins, postings, signage and communications are provided in break rooms. Manages the repository of assigned employee and visitor badges, blank badge cards, and the timely granting and/or removing of badge accesses as required. Annual badge access reconciliation with the property manager (for elevator access) and with RBC Corporate Security (for stairwell and office space access). Supply Management Responsible for office supply inventory organization and replenishment of office supplies (copy paper, writing instruments, post it notes, highlighters, writing tablets, staples, etc.) while maintaining effective cost management. Responsible for oversight and replenishment of Oasis/break room supplies (coffee and tea supplies, utensils, paper-products, glassware, mugs, etc.). Reviews for accuracy and payment office supply and maintenance invoices. Assists Chief Operating Office with invoice tracking Other Responsibility for managing large employee events, including coordinating the set up/break down of space for the event (moving chairs, tables, whiteboards, electrical power source, etc.) with the various Bank Committees sponsoring the event (Employee Engagement, D&I, Community Task Force, etc.). Other duties as assigned.

Requirements

• High school diploma / GED
• Operations Support experience
• Experience working diplomatically and collaboratively in an environment comprised of internal and external business partners and/or consultants
• Communication skills-experience or skill effectively exchanging and understanding information, verbally or in writing.
• Knowledge of business and management principles, time management, and problem-solving skills.
• Strong interpersonal skills and ability to work effectively with peers, clients, vendors, and a wide range of people with diverse cultural backgrounds.
• Ability to work independently, handle multiple tasks simultaneously, and manage time given frequently changing priorities.
• Cost Management/Budget awareness-cost effectiveness for supplies and other office materials

Responsibilities

• Mail and Courier Operations Responsible for oversight of the RBCB mail program including efficient mail receipt, distribution and outgoing postage.
• Oversees and maintains inventory of outgoing and pre-paid postage, envelopes and other related supplies.
• Reviews and reconciles UPS/FedEx Shipping invoices for all RBC Bank locations, ensure accuracy and appropriate cost center allocations are assigned.
• Maintains employee access to RBC Banks UPS Account.
• Office Management Manages facility/equipment/appliance care, maintenance and replacement, as required, remediating issues that arise.
• Places work order tickets with the property management group, RBC CRE, RBC Physical Security and/or third party suppliers for execution/resolution (i.e., kitchen appliances, office equipment, water damage/leaks, security (door locks, rekey), special cleaning needs, etc).
• Performs weekly walk abouts to proactively identify issues or required maintenance.
• Responsible for office equipment/copy machines operations and maintenance, including replenishment of toner, paper stock, etc.
• Performs minor onsite maintenance, i.e. toner replacements, printer paper jams, appliance filter changes, etc., and oversees vendor maintenance and repairs.
• Management of the recycling and document shredding pickup schedule, and the Oasis food/beverage vendor schedule for the Raleigh office.
• Works with SMT and team leaders to ensure effective and efficient floorplan management/space utilization, physical moves of people and equipment and assigns new hire work space.
• Works with RBC Bank Corporate Real Estate for workspace occupancy planning and cost center reconciliation (annually).
• Coordinating with IT to ensure video and audio equipment is in good working order.
• Liaison for Jones Lang LaSalle (JLL) and RBC Physical Security Group regarding any onsite facility business needs.
• Safety and Security Onsite Health & Safety Coordinator – Responsible for employee emergency and evacuation event awareness, conducting a regular cadence of educational sessions and drills to ensure readiness in the event of an onsite evacuation/emergencies.
• Coordinates with the Bank’s Business Continuity Management Officer for event planning and execution.
• Building management point of contact for drill planning and unannounced evacuation/emergency events.
• Maintains a log of incidents, accidents and other security and safety issues for reporting purposes.
• Ensures required employee bulletins, postings, signage and communications are provided in break rooms.
• Manages the repository of assigned employee and visitor badges, blank badge cards, and the timely granting and/or removing of badge accesses as required.
• Annual badge access reconciliation with the property manager (for elevator access) and with RBC Corporate Security (for stairwell and office space access).
• Supply Management Responsible for office supply inventory organization and replenishment of office supplies (copy paper, writing instruments, post it notes, highlighters, writing tablets, staples, etc.) while maintaining effective cost management.
• Responsible for oversight and replenishment of Oasis/break room supplies (coffee and tea supplies, utensils, paper-products, glassware, mugs, etc.).
• Reviews for accuracy and payment office supply and maintenance invoices.
• Assists Chief Operating Office with invoice tracking
• Responsibility for managing large employee events, including coordinating the set up/break down of space for the event (moving chairs, tables, whiteboards, electrical power source, etc.) with the various Bank Committees sponsoring the event (Employee Engagement, D&I, Community Task Force, etc.).
• Other duties as assigned.

Benefits

• A comprehensive Total Rewards Program including bonuses and flexible benefits, competitive compensation, commissions, and stock where applicable
• Leaders who support your development through coaching and managing opportunities
• Ability to make a difference and lasting impact
• Work in a dynamic, collaborative, progressive, and high-performing team
• Opportunities to do challenging work
• Opportunities to build close relationships with clients

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED