Office Operations Manager
Description
JOB SUMMARY: Administering and/or managing all assigned support activities to ensure CMA’s office spaces and facilities are safe, clean, organized, and running efficiently for staff and guest needs.
Categorically, this entails determining and executing operational processes, managing assigned budgets and reports, managing the use of an event space that is utilized by CMA staff and external entities; and maintaining relationships with the building manager, outside vendors, and internal stakeholders.
This position is based in Nashville, TN and requires in-person work.
CMA believes in and expects all staff to act in alignment with its core values of collaboration: exhibiting a team-oriented focus, practicing active listening, demonstrating empathy; being solution-minded: proactively identifying problems and potential solutions; and commitment: exhibiting tenacity, engagement, and passion.
RESPONSIBILITIES
Operations:
- Ensure clean, professional appearance of all CMA spaces. Includes meeting rooms, kitchen areas, breakroom, common areas, storage areas, and event space
- Manage incoming and outgoing deliveries and mail/packages
- Order, organize and maintain office supplies and equipment that are utilized by the entire organization
- Manage inventory and services of vending products. Includes restocking products in various meeting rooms and common areas
- Manage inventory and restocking of kitchen and cleaning supplies
- Answer and disseminate inquiries through multi-line phone system and email accounts. Often includes direct Customer Service support for CMA’s ticketed events
- Administer office-related new hire setup tasks (i.e. business cards, name decals, etc.)
- Manage the planning and execution of in-office, staff-wide meals in the days leading up to CMA Fest and CMA Awards and in connection with certain staff meetings
- Ensure the submission and approval of all staff timesheets (every two weeks) and making requested changes to staff’s time off requests in our timekeeping software
- As assigned, developing and distributing internal communications
- As assigned, issue staff-wide calendar invites/holds for annual planning
- Train backup support to ensure smooth office operations even in their absence
- Manage updates to and implementation of office Emergency Response Plan
Budgets and Reports:
- Manage department budget which includes equipment purchase and leasing, printing, postage, building maintenance, and supplies.
- Maintain records and create reports for the visitors and parking usage; event space use, expenses, and issues; incoming calls and email inquiries; staff meals utilization
Relationship Management:
- Develop and maintain effective working relationships with the building’s property management and security companies.
- Coordinate with the building’s property management staff to oversee the satisfactory completion of maintenance, repairs, and cleaning of all office facilities and equipment that are included in CMA’s lease agreement.
- Obtain and manage assignments of building access cards.
- Oversee process for guests obtaining access to CMA office. Communicate with building security and serve as a resource for CMA staff needs.
- Oversee nightly janitorial work and address any needs with property manager.
- Manage use of paid parking lots for temps and interns.
Event Space:
- Facilitate approvals for use of CMA’s event space for staff needs and use by external entities
- Maintain event space calendar booking for non-CMA use, ensuring the space is available for CMA’s own business needs above all others
- Ensure approved users of event space complete all mandatory documents and tasks before the event date and after event concludes
- Includes event details form, contract execution, rules acknowledgement, payment collection
- Facilitate professional cleaning of space after each event
- Manage event space email account
Requirements
REQUIRED SKILLS
- CMA Values: Collaboration, Solution-minded, Committed
- Attention to detail
- Strong verbal and written communication
- Astute relationship manager
- Critical-thinking and problem-solving
- Organization
- Time management
- Willingness to learn
- Servant leadership
- Computer literacy
- Customer service (experience/mindset)
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Country Music Association
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Founded in 1958, the Country Music Association (CMA) is the premier trade association of the Country Music industry. Representing professionals making a living in Country Music globally, the organization serves as a critical resource of support and information, honors excellence in the genre and provides a forum for industry leadership. CMA is dedicated to expanding Country Music around the world through a number of core programs and initiatives including the organization’s three annual television properties—the CMA Awards, “CMA Fest” and “CMA Country Christmas,” all of which air on ABC. The organization’s philanthropic arm, the CMA Foundation, works tirelessly to provide equitable access to music education in order to create impactful change for students and teachers across the United States.