Program Manager, Facilities and Office Services
Develop and maintain written general office and facilities policies and procedures. Manage inventorying and shipping materials to HIMSS conferences and meetings with appropriate staff members. Train staff on shipping procedures and advise of most cost‐ effective method of shipping. Manage HIMSS landlord relationships and oversees special projects. Resolve facilities‐ related issues including electrical, mechanical and janitorial with the building or by bringing in appropriate vendors. Review lease terms and ensure compliance with leases. Oversee contractors for maintenance and repair services for facilities, furniture and equipment; orders and approves purchases of furniture and equipment. Select vendors for decorating and ensure maintenance of the property. Review the progress of all plans, projects, and assignments related to general office functions to accomplish the annual HIMSS goals and objectives according to budget. Supervise and execute all functions related to mail distribution, shipping/receiving, supplies, messenger/courier, reception, conference room. Interface with vendors to order and maintain services such as coffee, water, vending machines, etc. Maintain postage meter systems. Contact services for repairs, service upgrades, or problem resolution. Monitor utilization and prepare usage report history by service type. Ensure all mailroom equipment is up‐ to‐ date and operating efficiently. Conduct cost‐ benefit analysis to determine the need for new equipment and make recommendations to purchase or lease. Evaluate and manage shipping services for all locations. Serve as the Emergency Evacuation Captain for the Chicago office. Participate in business continuity planning. Develop and maintain emergency evacuation policy and procedures for all locations. Coordinate with staff in other locations for emergency evacuation procedures. Maintain all life‐ safety systems and ensure all emergency signage is working properly. Initiate bidding processes and negotiation of office service vendor contracts. Manage on‐ site and off‐ site storage activity. Manage, coach and develop staff to provide excellent customer service.