Workplace Manager

Do you pay attention to detail and have experience with administrative coordination? Do you have the ability to handle multiple tasks simultaneously? Do you enjoy helping others, and tackling challenges?

Then you might be the Workplace Manager we are looking for!

What will your day look like

As the Workplace Manager in our Austin office, your tasks would be varied, including general office management, hospitality, travel coordination, communication and fostering a welcoming atmosphere. You´ll also be the go-to person for ordering lunches, coordinating special events and welcoming guests. Regarding travel, your organizational skills will be key as you manage bookings, accommodations and streamline logistics. Your excellent communication skills will be essential as you collaborate closely with vendors, maintain email lists and schedule meetings to ensure smooth operations.

Operations:

• Support the tracking of expenses for employees as requested by HR and Finance
• Open purchase orders and manage vendors
• Identify areas for improvement and document processes
• Prepare presentations for leadership team
• Manage ad hoc projects

Office Management

• Work closely with building management company and maintenance; order repairs or service as necessary
• Assign and distribute office and parking badges
• Serve as a point of contact for IT related issues; work with local and corporate IT Support groups to resolve as necessary

Hospitality

• Order lunch for employees in office 3 days/week
• Greet new employees on their first day and help them feel welcome and comfortable
• Serve as host for Day 1 for the new employees
• Send gifts to employees for life events

Travel

• Understand the travel booking tool and serve as a point of contact for questions and issues
• Write travel letters on behalf of the company for employees traveling internationally into or out of Austin
• Build a relationship with corporate Travel Planner and collaborate on best way to serve the needs of the employees
• Process expenses reports for CEO

Communication

• Schedule and organize meetings as requested by leadership and team members
• Maintain files and databases as requested
• Serve as the go-to for office inquiries.

We are looking for an individual who brings a positive approach and a problem-solving mindset. In this role, you will get the opportunity to focus on the bigger picture while paying attention to detail. Your talent in making things happen and your passion for people shines through, and you will be able to create effortless collaborations with key stakeholders. As an Workplace Manager, you will have the space to showcase your strengths, including your exceptional attention to detail and ability to drive projects from start to finish.
In this role, you will be trusted with ownership and responsibility to deliver on everyday tasks and longer-term projects. You are an organized person who can keep perspective while paying attention to details and you thrive in structuring and simplifying things around you. You truly enjoy people and build strong and trusting relationships with those you interact with.

In addition, you have:

• Ability to handle multiple tasks and projects in parallel
• Project management skills
• Excellent proficiency with MS Office
• Familiarity with basic accounting principles
• Outstanding communication and interpersonal abilities
• Growth mindset and desire to learn new things
• Experience from a similar admin job is a plus

This role is full -time with flexibility to adjust your schedule in coordination with your manager.

Join our team and be part of an exciting journey towards success!

A leader in personalized customer experiences

VML MAP is a world-leading Centre of Excellence that helps businesses humanize the relationship between the brand and the customer through hyper personalization at scale, marketing automation and CRM. With the brain of a consultancy, the heart of an agency and the power of technology and data, we work with some of the world's most admired brands to help them on their transformation journey to becoming truly customer-centric. Together, we are 1000 + technology specialists, data scientists, strategic thinkers, consultants, operations experts, and creative minds from 55+ nationalities.

A global network

We are part of the global VML network that encompasses more than 30,000 employees across 150+ offices in 60+ markets, each contributing to a culture that values connection, belonging, and the power of differences.