Assistant Office Manager

Job Number: 65373
Group: Magna Corporate
Division: Magna Services of America (Home Office)
Job Type: Permanent/Regular
Location: TROY
Work Style: On-Site
About us
We see a future where everyone can live and move without limitations. That's why we are developing technologies, systems and concepts that make vehicles safer and cleaner, while serving our communities, the planet and, above all, people.
Forward. For all.
Group Summary
Magna is more than one of the world's largest suppliers in the automotive space. We are a mobility technology company built to innovate, with a global, entrepreneurial-minded team. With 65+ years of expertise, our ecosystem of interconnected products combined with our complete vehicle expertise uniquely positions us to advance mobility in an expanded transportation landscape.
About the Role
The Assistant Office Manager will play a crucial role in fostering positive relationships, tracking maintenance contracts, responding to tenant inquiries, and providing vital administrative support to the Office Manager and Facilities Team. You will contribute to budgeting, explore eco-friendly practices, and collaborate on special projects, ensuring the efficient operation of the building. This role requires excellent customer service skills, along with the ability to multitask effectively.
Your Responsibilities
Front Desk Support:

• Greet and welcome all employees, visitors, clients, and corporate executives with a professional and courteous demeanor.
• Provide building access to visitors and contractors by managing access devices.
• Oversee and maintain the Visitor Kiosk check-in system, ensuring all visitors are accounted for and provided with proper directions and instructions.

Office/Property Management Support:

• Cultivate positive relationships with tenants and coworkers to foster a collaborative and harmonious working environment.
• Reserve ground floor conference rooms and coordinate any necessary arrangements for internal/external meetings and training sessions.
• Maintain the MagNET Troy Office Page by creating content, updating, and uploading building forms, phone lists, safety procedures, conference room information, etc.
• Monitor building maintenance contracts, ensuring awareness of expiry dates and maintaining updated certificates of insurance records.
• Track contractor logs to guarantee adherence to contract terms and conditions, addressing any deviations promptly.
• Respond to tenant inquiries professionally, ensuring timely resolutions and escalating issues to third-party vendors when necessary.
• Liaise with cleaning and security staff, promptly escalating concerns to the Office Manager for resolution.
• Provide comprehensive administrative support to the Office Manager and Facilities team, managing tasks such as processing purchase orders, work orders, correspondence, and conducting research.
• Assist in the preparation of reports, presentations, and documents as required by Office Manager.
• Circulate office announcements for upcoming events, maintenance activities, and general reminders to keep all stakeholders informed.
• Monitor and maintain organized property records and lease agreements on the shared drive for easy accessibility.
• Collaborate in the creation of reforecast and annual budgets, tracking due dates, submissions, and approvals.
• Explore and implement cost-effective, eco-friendly alternatives in daily operations to promote sustainability.
• Advocate for and actively participate in sustainable/green building initiatives within the organization.
• Collaborate with the Office Manager to develop a seating plan blueprint for a future hoteling system, establishing a standardized workstation numbering system.
• Assist with special projects and additional administrative functions as needed to ensure the smooth operation of the building.

Who we are looking for

• High school diploma or equivalent is required
• 3+ years of experience in administrative support roles in a fast-paced, corporate environment
• Proficiency in Microsoft Office 365: Word, Excel, PowerPoint, and Outlook.
• Exceptional customer service skills with a focus on providing a positive experience to clients and colleagues
• Proven problem-solving abilities and strong attention to detail
• Excellent written and verbal communication skills
• Highly organized with the ability to prioritize and manage multiple tasks and deadlines effectively
• Ability to interface effectively and develop strong working relationships with all levels of the organization and external clients
• Ability to work independently and execute assignments with minimal supervision
• Occasional travel may be required.

Your preferred qualifications

• Bachelor's degree
• Experience in real estate/commercial property management
• Knowledge of WordPress

What we offer
At Magna, you can expect an engaging and dynamic environment where you can help to develop industry-leading automotive technologies. We invest in our employees, providing them with the support and resources they need to succeed. As a member of our global team, you can expect exciting, varied responsibilities as well as a wide range of development prospects. Because we believe that your career path should be as unique as you are.
Site Benefits

• Comprehensive medical, dental, and vision plans
• 401 (k) plan with employer matching
• Exciting internal development opportunities
• Profit sharing program
• Cafe
• Motorcycle and electric vehicle parking

Awareness. Unity. Empowerment.
At Magna, we believe a diverse workforce is critical to our success. That's why we are proud to be an equal opportunity employer. We hire on the basis of experience and qualifications, and in consideration of job requirements, regardless of, in particular, color, ancestry, religion, gender, origin, sexual orientation, age, citizenship, marital status, disability or gender identity. Magna takes the privacy of your personal information seriously. We discourage you from sending applications via email to comply with GDPR requirements and your local Data Privacy Law.
Nearest Major Market: Troy
Nearest Secondary Market: Detroit