Responsibilities

Team Introduction: The Administration Department takes the lead in developing an exceptional workplace experience across regional offices. They drive workplace strategy, optimize performance, and enhance productivity and cost-efficiency. Through innovative programs and initiatives, they create a unique and user-centric workplace journey. They collaborate with cross-functional teams to maximize space utilization and efficiency for all workplace users, including hybrid and remote setups. The team also oversees essential services and continuously evolves its approach to elevate the company culture and foster a vibrant work environment. Responsibilities: - Leadership. Lead vendor teams and develop their framework to support workplace services across sites in the AMS (North and South Americas), interfacing with cross-functional teams to ensure smooth service delivery and coordination. - Workplace Management. Oversee and manage the workspace services, including reporting maintenance needs, ticketing system, operational improvements and office services. - Vendor/Team Management. Oversee vendor and supplier teams, KPI performance, contract negotiations, service level agreements, change management, and performance reviews to optimize workplace services (e.g., cleaning, service contractors, etc). - Office Services. Ensure regional offices receive services from various vendors to include but not limited to having required supplies, swag inventory and stock, including company-level displays and signage. - Company culture. Support events, community activities and actions that support the workplace experience (e.g., gifting, well-being facilities, events, merchandise, etc). - Event planning and Execution. Coordinate with internal clients and supervise vendors' workstreams to enhance company-level events, department-level events, meetings and programs. - Space management. Partner with cross-functional teams to enhance workplace space utilization, experience, efficiency & productivity. - Budget & OPEX Management. Forecast, manage, analyse and optimise investments/savings through office operation expenses. - Business partnership. Focuses on delivering exceptional service that prioritizes user experience while maintaining a strong alignment with business objectives. By fostering a welcoming and unique environment, it enhances user satisfaction and drives productivity, ensuring efficient stakeholder management to achieve business success. - Collaboration. Collaborate and support other cross-functional teams as applicable to provide a great workplace experience, such as Physical Security, Catering, Real Estate & Facilities, Environmental Health & Safety, HR, IT, etc. - Technology. Manage office services technology and initiate further efficiencies to optimize services (e.g., ticketing systems, on-call communications, office forums, etc). - Data analysis and insights. Research, analyze data and propose insights, improvements and analysis through reports, simplified visual representations, and other quantitative and qualitative means to drive data-driven results and proposals. - Project Management. Lead and support full-cycle small and large-scale projects (e.g., office moves, office expansion, office decommission, return to the office, internal programs, regional events, etc) with project governance, tracking, reporting, management and execution to deadlines. - Continuous improvement and global mindset. Continually contributes, innovates, improves & implements workplace solutions, policies, procedures, ideas and programs that benefit employee productivity and company growth at a regional and global level. - Supports other regional offices in partnership with the COE and local cross-functional teams (e.g., across LATAM, EMEA, APAC). - Sustainability. Implement and enhance sustainability initiatives within the workplace in accordance with the company's CSR targets & direction. - Own the relationship with IT and HR to deliver the best onboarding experience for ByteDance employees.

Qualifications

Minimum Qualifications: - 3+ years of experience in a combination of holistic workplace management, performing office management, community engagement, event coordination, and vendor management. - Must be comfortable working across cultures, adapting communication to a global audience, naturally curious, self-motivated to learn, and eager to grow to excel within the role. - Hands-on experience with budget management for multiple service lines. - Strong experience in project/program management with a proven ability to solve complex problems. - Demonstrated leadership skills with the ability to lead teams, foster development, manage business partnerships, and engage with stakeholders effectively. - Excellent communication skills with strong interpersonal and presentation abilities. - 0-15% domestic or international travel may be required. Must be able to work out at our Downtown Austin Office 4+ times a week. Preferred Qualifications: - Professional certifications from organizations such as IFMA (International Facility Management Association), PMP (Project Management Professional), or other industry-equivalent certifications would be considered a plus. - Expertise in budget forecasting and P&L management. - Experience managing Integrated Facilities Management (IFM) providers, especially KPI management. - Experience coordinating sustainability initiatives or environmental practices in the workplace at scale. - Strong background in change management and implementing organizational transformation strategies at scale. - Exceptional ability to demonstrate ownership, applying data and insights to improve performance, and integrating both strategic and operational thinking into daily practices and projects.

Job Information