Business Services Manager

Purpose of Job:  

The Business Services Manager plays a pivotal role in shaping an engaging, efficient, and people-first workplace. This role blends facilities management, administrative support, and executive assistance to ensure the environment, culture, and operations enable employees to do their best work.

The ideal candidate is proactive, resourceful, and passionate about creating an exceptional workplace experience that aligns with our company’s values and business goals. They partner closely with HR, IT, Building Facilities, and the Executive/Senior Leadership Teams (ELT/SLT) to ensure our physical and cultural spaces reflect who we are as an organization.

Main Duties and Responsibilities: 

• Oversee building access and security systems, ensuring accurate and timely updates for employee and visitor credentials. Partner with IT to maintain a secure, efficient, and user-friendly access process.
• Oversee reception standards, including welcome displays and digital signage, to reflect the company’s brand and culture.
• Plan and execute in-office events, celebrations, and recognition programs that build culture and community.
• Assist with onboarding new employees, issue control badge access, review intranet, facilities and supply information. 
• Provides executive admin support by taking meeting minutes, managing meeting logistics, processing expense reports, managing travel and other duties as requested.
• Uphold confidentiality and integrity in handling employee and organizational information.
• Manage conference and meeting room operations, including scheduling, technology coordination, and hospitality services (such as catering and refreshments), ensuring all spaces are functional, clean, and reflective of the company’s professional standards.
• Oversee the facilities and administrative budgets, including vendor management, invoice processing, and financial tracking to ensure accuracy, fiscal responsibility, and alignment with budget goals.
• Assists with office reconfiguration, securing vendors for construction and renovation needs, and assists with project management.
• Manage mail, shipping, and delivery processes, ensuring timely distribution and a smooth flow of materials in and out of the workplace.
• Oversee all aspects of office maintenance and presentation, including janitorial services, repairs, furniture, paint, and carpets, office supplies, snacks, plants, and overall environmental upkeep to ensure a comfortable and inspiring workspace

Secondary Duties and Responsibilities: 

• Assists the Company in any necessary duties to achieve Company goals.
• Performs other related duties as assigned. 
• Adherence to the Integrated Management System that covers Quality, Environmental, and Safety.

Authority/Judgment/Disclosure/Financial Responsibility:

Authority Selections

Little or no direct supervision.  A wide choice in selection, development and coordination of methods within broad framework of general policies.

Judgment Decisions 

Mistakes and errors in judgment are serious in nature, causing considerable loss of money, production time, or adversely affecting customer relations.

Disclosure of Information Selections 

This position involves regular work with some information of major importance, which if disclosed may be detrimental to the company’s interests.

Financial Responsibility Selections

Purchases supplies necessary for performance of personal or immediate work group’s job functions.

Skills/Education:

• Ideal qualifications include an Associate Degree in Business Administration or Management and 5+ years of experience as an Executive Assistant, Office Manager, Facilities Management or related functions. 
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and priorities. 
• Strong organizational and project management skills with a focus on attention to detail and follow-through.
• Excellent interpersonal and communication skills with the ability to build trust and collaborate across teams.
• Demonstrated ability to think strategically while managing tactical responsibilities.
• Handle sensitive and confidential information and situations with the highest level of discretion, professionalism and trust.
• Experience providing support to senior leaders or executives strongly preferred.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, OneNote).

Physical Requirements of the Position 

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. 

Visual Requirements of the Position 

Visual requirement equal to that for clerical administrative whose work deals largely with preparing and analyzing data and figures, accounting, transcription, computer terminal, extensive reading, etc.

TOTE Maritime Puerto Rico, LLC is an Equal Opportunity Employer – Affirmative Action and a VEVRAA Federal Contractor. We are committed to a diverse workforce and taking affirmative action to employ and advance in employment qualified women, underrepresented groups, individuals with disabilities, and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin disability or status as a protected veteran. TOTE Maritime Puerto Rico is a drug-free employer and a participant of the E-Verify Employment Verification Program.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

As part of the team, full-time employees will receive a comprehensive benefits package, which includes health, dental, vision, life insurance, short term disability, employee assistance program, 401(k) with company match and discretionary funding, tuition reimbursement, supplemental parental leave, jury duty, and bereavement leave. Full-time employees will receive a minimum of 10 days’ vacation, 10 days sick, 10 days paid holidays and one floating holiday every 12 months. In addition, we offer an annual discretionary bonus (based on eligibility).