Office Operations Advisor

Job description

Third Way is a national think tank and advocacy organization that champions moderate policy and political ideas. Since our founding in 2005, we have served as a critical bulwark against political extremism by advancing values-driven, reform-oriented solutions on the defining issues of our time. Our work is grounded in the mainstream American values of opportunity, freedom, security, and democratic capitalism, and we advocate for the vital center across seven major areas: climate and energy, economy, education, health care, national security, politics, and social policy. Third Way is seeking an Office Operations Advisor! The Office Operations Advisor is a highly-visible, customer-focused, and varied role that prioritizes the employee experience as they use and navigate Third Way’s physical and digital office spaces. The OOA ensures the effective monitoring and maintenance of our work environment, reporting to the Business Operations Manager (BOM). This role provides guest services, drives office-related procurement, and plays a core role in managing vendor relationships, all to provide a welcoming and productive environment for Third Way staff. The OOA is largely a role of day-to-day doing—sequencing and streamlining a wide variety of tasks to maintain TW’s office operations. This role offers ownership of essential processes, rich opportunities for autonomy within the systematic management of the office, and valuable peer leader experiences within recurring and discrete initiatives. As the Office Operations Advisor, you may expect to… Physical Office Management Maintain expert awareness of the function and flow of our physical office, with focus on organizational needs; Oversee the effective management of the core aspects of the physical office, including inventory, mail/package distribution, and front desk coverage; Partner with the Business Operations Manager to guide the Office Experience Coordinator to ensure office function and flow; Act as the main point-of-contact for guests and office-related vendors, escalating non-standard situations to the BOM as needed. Submit and track work orders with service providers, own guest management, and provide updates/reports as needed to the stakeholders; Deliver a robust onboarding and offboarding experience, serving as an on/offboarding officer by ensuring office orientations, desk setups, and suite access for hires; Drive the office seating assignment process, stay aware of seating needs, proactively address conflicts, and provide proposals to BOM for implementation; Support employee safety and security by acting as a member of the Emergency Preparedness and Response Team, remaining well-versed in the organization’s emergency and security protocols. Participate, as needed, in any office-related projects, construction, remodeling, or restructure. Digital Office Management Manage the delivery, maintenance, and enhancement of the digital office experience, ensuring staff are informed and have access to critical office systems and resources. Manage accounts payable across facilities procurement and vendor services, processing invoices, credit card reconciliations, other transactions effectively and in a timely manner, preventing service disruption or delinquency. Maintain the Office Management inbox, upkeep staff reference documents (e.g. Floor Plan, Staff Directory, etc.), and ensure the Office Operations manual is accurate and comprehensive. Own the in-office digital signage platform, executing the communications strategy as designed, ensuring team members provide signage that is up-to-standard. Deliver and maintain all-staff communications, announcements, and digital signage covering office and operations topics (including holidays, office closures, suite updates, D.C. alerts, etc.). Manage all-staff online subscriptions, services, and periodicals ensuring all employees have timely access, are well-informed on use and expectations, and any disruptions or challenges are addressed promptly. Strategy, Culture, and Engagement Drive the strategy and activities of the Center for Fun (CFF), acting as its ‘chairperson’ with focus on effective leadership, thoughtful planning, and creating memorable and engaging experiences with staff. Propose and deliver customer-aligned solutions through formal and informal surveying. On occasion, provide varying levels of event support for in-office and external events, partnering with the Events team, as asked and approved by BOM. ------------------------------------------ Salary Range : $68,000 - $74,000, annually At Third Way, we are committed to non-discrimination and fair pay practices. The final starting salary offer will be determined based on your experience and qualifications. Competencies: Customer Focus - Collaborates with internal and external customers to provide quality service. Attentive and responsive to needs of both internal and external customer. Treats all customers in a professional and courteous manner. Detail Orientation - Diligently attends to details and pursues quality in accomplishing tasks. Respectfulness – Treats others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations. Teamwork – Demonstrates cooperation and commitment to a team environment to achieve goals and deliverables. Work Quality - Work products, services, and engagement are professional, clear, and comprehensive in keeping with Third Way and departmental standards. Exhibits a positive, can-do attitude in the performance of work. This might be the job for you, if you… High School Diploma or GED required. Associates Degree preferred. 4 years minimum work experience in an office setting in customer service, reception, administrative support, or a similar role. Proficiency in Microsoft Office, Microsoft Teams, and preferred. 2 years minimum inventory management experience 1 years of experience with applying project management principles to standardized workflows Ability to regularly lift, and move with assistance as needed, 30 lbs. In the Third Way Culture, we are looking for: Self-starters : People who see and seize opportunities, take risks, learn from failure, and will bring a sustained passion for our mission. Collaborators : People who work in teams—sharing ideas, brainstorming, co-authoring products, and advancing its shared priorities. Creators : People who foster divergent thinking; that aren’t afraid to take on the orthodoxies of the left or the right. Team members come up with original insights, find unique ways to look at data, and challenge their preconceptions. Results-oriented : People who function with an organizational commitment to clear objectives, ambitious timelines, accountability for results, and a focus on impact. Respectful : People who embrace the diverse perspectives of everyone and foster the values of non-discrimination and inclusivity at all times. WITHIN 1 MONTH, YOU'LL... Participate in Third Way’s comprehensive onboarding program. You’ll learn about all aspects of Business Operations, which includes HR, Benefits, IT, Finance, and office operations. Meet your Third Way Buddy, be introduced to the entire staff, and start to learn the TW’s culture. Learn our current processes for payroll, compliance, and labor tracking, and how you will partner with Finance and the rest of the Business Operations team on these processes. Participate in weekly one-on-ones with your manager to ensure you fully understand the expectations of the job. Attend weekly team meetings. You’ll learn about the key goals of each program, how they’re doing, what challenges they face, and how you will contribute. Become well versed in the ebbs and flows of our office suite and successfully complete your first full inventory. WITHIN 2 MONTHS, YOU'LL... Gain an understanding of each employee’s role and their contribution to the organization. Attend program overview sessions to learn more about each team’s contribution to TW’s mission. Sit in on a riveting story about Third Way’s history with one of the original founders of Third Way. You will learn about our successes, as well as our failures. This will also afore you the opportunity to learn about future direction. Incorporate TW’s Style Guide and Production process into your work products. Participate in, at least, one of our internal Professional Development training, Center for Fun, or Health and Wellness activity. Introduce new hires to the space, ensuring a smooth start to their first day and starting to build their awareness of our office place offerings and expectations. WITHIN 3 MONTHS, YOU'LL… Feel a sense of comfort and familiarity with the staff, your team, and your work. Continue to attend weekly departmental meetings with a stronger understanding of your team’s strategic goal. Bring new ideas and suggestions to your weekly one-on-ones with your manager. Attend and participate in external functions with other members of your team. Complete your 90-day self-evaluation and performance review with your manager. Manage your first event as the chairperson of the Center for Fun (CFF). Become the main point of contact for our vendors and service providers. ------------------------------------------ In addition to competitive salaries, your health and wellness is our priority. We offer a comprehensive benefits package which includes Medical, Dental, and Vision insurance; Health Reimbursement Account (HRA); and Flexible Spending Account (FSA, DCA, Parking, and Transit); Life Insurance; Accidental Death & Dismemberment Insurance; Retirement plan; Accrued Paid Sick and Vacation leave; Long-term Disability, Employee Assistant Program (EAP). Third Way offers a hybrid work environment to support our employees’ healthy work-life balance. This position is based in Washington, DC, and Third Way’s in-office days are Tuesday, Wednesday, and Thursday. Third Way is an equal-opportunity employer committed to non-discrimination. We will consider all qualified applicants without regard to race, color, religion, sex, national origin, disability, protected veteran status, sexual orientation or gender identity, or any other legally protected basis, in accordance with applicable laws . Third Way does not provide employment-based visa sponsorship. Applicants must be legally authorized to work in the United States without current or future employer sponsorship.