Join our team as a Shared Services Operations Manager. Shared Services supports finance, payroll, HR, and IT operations across KPFF. In this role, you’ll help keep our teams connected and supported—whether they work in-office or remotely—by managing operational needs, resources, and communications across locations. You’ll lead workplace and employee-experience efforts and partner with vendors and internal teams to ensure consistent, reliable support. You’ll also drive process and project improvements that strengthen how we work and scale best practices across the team.
What You’ll Be Doing:
Operations & Logistics
- Act as a visible point of contact for office logistics, contributing to a smooth and well‑run workplace.
- Own and maintain operational monthly and annual calendars and follow up with teams on deadlines throughout the year.
- Lead organization and archiving efforts, establishing processes to ensure records are maintained appropriately and addressing legacy file storage.
- Manage office equipment, furniture, and supplies, coordinating with employees and vendors to evaluate needs and costs.
- Partner with Communications team to ensure PowerPoint presentations and templates are consistent in formatting, branding, and presentation quality across Shared Services.
- Partner with cross-functional teams to develop and maintain standard operating procedures (SOPs).
- Coordinate incoming and outgoing mail as well as travel arrangements and expense reports for Principals and Directors as needed.
- Maintain and distribute annual business reference guides and quarterly Shared Services report to operations and leadership groups across KPFF.
Workplace Experience & Culture
- Work with the Director of People Services to facilitate and continuously improve employee onboarding, ensuring new employees feel welcome, prepared, and supported from day one.
- Serve as a community builder by creating opportunities for connection, and fostering team engagement through celebrations, social gatherings, and community service events.
- Develop and maintain an employee-facing SharePoint site, working with all teams to incorporate relevant and engaging content.
- Coordinate all internal meetings, including scheduling, technology, catering, agendas, and materials.
- Organize and schedule engineering project site visits for Shared Services employees.
- Track employee participation in KPFF’s internal education and professional development programs.
Insurance & Safety
- Partner with commercial insurance contact to support insurance and safety operations, including managing auto, property, workers' comp claims, and coordinating annual certificates of insurance (COIs).
- Serve as part of KPFF Safety Committee, co-developing presentations and reviewing safety policies
- Develop and execute safety onboarding, training, and ergonomic guidelines for Shared Services employes.