SPACE MANAGER

Job Summary

The Space Manager is responsible for the creation and implementation of national strategies around all Conference and Building Processes relating to Hospitality and Workplace Experience.

Ability to identify operational glitches, areas for improvement and innovation and develop SOP’s to ensure the experience is consistent across all locations, as well as guide and streamline the opening of new locations and microsites.

Data reporting, trend reports, cancelation, reconfirmations are a few reports that a Space Management Director will be presenting during quarterly business reviews. 

Space Manager partners with Event & Experience Manager and manages an Event & Space Coordinator.

RESPONSIBLITIES:

•Space maximization and provide conflict resolution for managed spaces in globally.

•Address complex, escalated, unique and last-minute requests to ensure proper space is utilized and effectively provisioned

•Work with on-site teams to help resolve space issues after proper escalation path has been followed.

•Responsible for specialty projects as requested by National Account Manager/Director of Space Management (Director of Global Workplace Experience)

•Oversee Event & Space Coordinator, assigning specialty projects, and ensuring tasks are completed due to our standards for Central Region

•Weekly meeting to remain aligned with Experience & Engagement Manager, Conference Coordinators, and Space Coordinator and forecast upcoming High-Profile volume and any client conflict

•Delegating and/or assisting with all Conference Coordinators or Space Coordinator responsibilities for support during illness or PTO. Duties include High Profile Reach out and planning, space escalation, EMS IT tickets, etc.

•Assigning conference space in accordance with room set-up, Audio Visual, Food and Beverage service, etc.

•Assist with space utilization, adjusting room assignments in order to increase efficiency.

•Developing and maintaining an excellent rapport with clients via telephone or email instilling confidence that their meetings are being handled in an expert, timely, professional manner.

•Manage Lenz and partner with Event & Engagement Manager for SYNC Audit processes to ensure the team is completing and understands standards

•Monitor and analyze workplace trends and best practices to continuously improve our workplace & hospitality operations.

•Assists with keeping all EMS and Soft Services learning content up to date on the One Learning Platform and assigning training to new team members as required.

•Develop new training and SOPs for new internal processes to streamline standards and ensure that National SOP is kept up to date.

•Developing and maintaining an excellent rapport with clients via telephone or email instilling confidence that their meetings are being handled in an expert, timely, professional manner.

•Conducting virtual meetings in a friendly, professional manner, taking notes with accuracy, and appropriately handling or referring questions and requests

•Communicating requests to the appropriate internal support departments such as, building maintenance (heating and cooling issues), information technology (computer issues), Audio Visual technology (meeting room technical support), and mail room (package pickups and deliveries).

•Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details.

•Troubleshooting a wide variety of requests and situations, both for clients and agencies.

•Gaining an understanding of the Omnicom culture, key areas of activity and creating “transparency” by serving as an extension of the Firm.

•Creating & updating Quick Reference Guides as needed.

EMS/Nuvolo (Space Management System)

•Schedule and conduct training for new team members & vendor partners (as needed.) 

•Troubleshoot EMS/Nuvolo problems reported by users.

•Make recommendations for future system upgrades.

•Configuring, and managing resources and manual permissions

•Quality Assurance – may perform testing and validation

•Transfer and update reservations along with business movements

•Pull, scrub and analyze variety of reports

KEY COMPETENCIES:

•Experience with EMS/Nuvolo booking reservations & services, utilizing conflict resolution and understanding of availability logistics, amenities, and services

•Excellent organizational skills, with the ability to work under pressure, prioritize tasks and juggle many tasks simultaneously.

•Analytical approach to resolve space conflicts.

•A thorough understanding of meeting dynamics, including room set-ups, Audio Visual functions, food and beverage requirements, etc.

•A good understanding of spatial relationships in the context of conference room capacities and functions.

•Creativity, with an open mind to see things from a different angle, suggest alternative space solutions, etc.

•Excellent communication skills, combined with strong “listening” skills.

•Familiarity with conference center property management/reservation systems.

•Strong computer skills and knowledge of office technology/equipment.