Portfolio Services Manager

About the job

Overview

The Communications & Workplace Portfolio Services Manager provides centralized communications, administrative, and local office operations support for the Division’s Arizona-based facility and PMO&O leadership team. This role serves as the onsite operational presence responsible for maintaining a professional, functional, and welcoming work environment while also supporting leadership communications, executive meeting management, presentation development, document control, and SharePoint administration.

Responsibilities

This role removes administrative burden from leadership by coordinating day-to-day office operations, visitor logistics, executive communications, meeting cadences, leadership materials, and shared knowledge repositories. The Communications & Workplace Portfolio Services Manager  partners closely with the Portfolio Operations Manager, Governance & Knowledge Manager, Division Leader, IG corporate functions, building management, vendors, and visiting stakeholders to ensure the office and communication infrastructure operate reliably, professionally, and at executive-ready standards.

Office Operations & Facility Coordination

• Manage day-to-day office operations for the Phoenix facility.
• Coordinate with building management, landlord representatives, vendors, and service providers.
• Oversee office supplies, equipment, consumables, maintenance support, and service coordination.
• Support office moves, space reconfigurations, seating coordination, conference room scheduling, and AV support.
• Coordinate shipping, receiving, mail processing, catering, and event logistics.

Visitor Management & Site Logistics

• Manage visitor scheduling, check-in, parking, badges, conference rooms, and onsite logistics.
• Coordinate executive visits, client meetings, and stakeholder onsite experiences.
• Maintain a professional reception and visitor experience for the Phoenix facility.
• Support visitor management in coordination with leadership schedules and administrative priorities.

Leadership Communications

• Draft and distribute leadership communications and Division-wide announcements.
• Maintain executive communication standards across recurring and ad hoc communications.
• Support cadence-based communications, including weekly and monthly updates.
• Apply IG brand standards across communications, templates, and presentation materials.

Executive Meeting Management

• Coordinate executive, PMO&O, and Division leadership meetings.
• Manage calendars, agendas, meeting logistics, notes, action items, follow-ups, and accountability tracking.
• Support meeting logistics for onsite, virtual, and executive stakeholder sessions.
• Maintain meeting management procedures and standards.

Presentation & Executive Material Support

• Develop, format, and maintain executive presentations.
• Maintain presentation templates and ensure alignment with brand and visual standards.
• Support PMO&O, Delivery Director, and Division leadership presentation needs.
• Ensure presentation materials are visually consistent, professionally formatted, and executive-ready.

SharePoint, Document Control & Administrative Systems

• Administer Division SharePoint sites and support knowledge repository organization.
• Manage document control, version management, access controls, and governance compliance.
• Maintain communication templates, presentation libraries, SharePoint governance, and document control standards.
• Maintain organizational charts, reference materials, distribution lists, and contact management resources.

Administrative Support & Corporate Function Coordination

• Provide administrative support to PMO&O leadership and Division leadership.
• Support executive scheduling, calendar coordination, travel coordination, and expense management.
• Serve as a local liaison to IG corporate facilities, HR, IT, marketing, and communications teams.
• Coordinate equipment provisioning for new hires and support corporate-driven office initiatives.
• Maintain office vendor relationships and facility-related budget tracking.

Safety, Security & Compliance

• Maintain office safety standards, safety equipment, and emergency preparedness procedures.
• Coordinate with building security and support facility safety compliance.
• Maintain corporate compliance expectations for local facility operations.

Qualifications

Required Qualifications

• 3–6+ years of experience in office management, facility coordination, administrative operations, executive support, communications, or related administrative coordination roles.
• Strong organizational, communication, customer service, and detail-orientation skills.
• Strong proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Word, and Excel.
• Experience managing vendors, service providers, office operations, or administrative processes.
• Experience administering SharePoint or Microsoft Teams environments.
• Excellent written and verbal communication abilities.
• Strong attention to detail, reliability, and ability to support executive-facing work products.

Preferred Qualifications

• Experience supporting executive-level leadership or corporate office environments.
• Experience with shared office, co-working, office relocation, or facility build-out environments.
• Experience with brand standards, presentation design, and executive communications.
• Familiarity with managed services, professional services organizations, and the Insight Global operating model.