Position

The Facilities and Administrative Manager will be based in Boca Raton, Florida and will be responsible for the day-to-day oversight of Polen Capital’s Boca Raton, Boston, and London office spaces. The successful candidate will also have supervisory responsibility for the Office Management and Administrative staff.

Responsibilities

  • Lead and manage Office Management and Administrative team across all three office locations including day-to-day staffing and workload, coaching and feedback, training, and performance management
  • Ensure effective Administrative coverage and back-up coverage model for all departments; liaise with managers to learn how Administrative team can best support group-specific needs
  • Enable technology and process improvements to create a more efficient Office Management and Administrative team
  • Ensure the company is presented at its very best to third party guests who visit any of our office locations
  • Assist Marketing by coordinating administrative support for in-office events such as receptions, client presentations, charitable partner presentations, and local community gatherings
  • Manage and enhance relationships with the firm’s Travel & Expense (T&E) partners to ensure favorable airfare, car, and hotel rates for business travel
  • Oversee relationship with American Express for employee corporate cards ensuring maximum benefits from rewards program
  • Supports Finance team by owning monthly invoices and expense reimbursement process
  • Supervise maintenance and upkeep of our offices, ensuring all needs are met in a timely and cost-effective manner
  • Oversee seating plans for all office locations; liaise with IT group on office/desk moves
  • Plan and conduct twice-yearly fire drills and annual active shooter training in Boca Raton office location
  • Serve in an administrative capacity on special projects or assignments, as needed

Qualifications

  • Bachelor’s degree from a 4-year college or university
  • Minimum of 7 years of experience in facilities, office, or administrative management
  • Prior experience within a corporate office setting
  • Proven track record of customer service
  • Prior experience as a people manager
  • Strong verbal and written communication skills
  • Team player with excellent people skills that contribute to the ability to work well with others toward common goals
  • Strong computer skills and ability to quickly learn and integrate new technology applications; prior knowledge of Smartsheet preferred
  • Self-starter and proven ability to work on multiple concurrent projects
  • Commitment to agility, continuous learning, and marginal improvement

Additional Information

  • Full-time Employee
  • Boca Raton, FL
  • Travel required: <15%
  • U.S. Permanent Work Authorization required
  • Polen Capital is a ROWE (Results-Only Work Environment), offers competitive health benefits, annual individual training budgets, and 12-week paid parental leave

Instructions for Submitting Applications

Qualified candidates should submit their resume to jobs@polencapital.com.