Director, Office Services

Summary

Description

• Responsible for managing the day-to-day operations at the various NYC/LIC locations which include building systems (HVAC, electrical, plumbing etc.)   
• Oversee the Integrated Facilities Management staff and maintenance team to address customer and facilities related issues while focusing on providing consistent high touch service. 
• Manage occupancy budgets for all NYC sites; provide as required expense budgets in support of capital projects; prepare monthly accruals for services in conjunction with Finance organization.
  Lead, plan, develop and prioritize projects by ensuring completion deadlines are met. 
• Evaluate ELC staff performance, identify staff training requirements, execute annual personnel performance evaluations, counsel employees who develop work related concerns such as punctuality, absenteeism or any condition that interferes with fulfilling their work obligations.  
• Lead a team to proactively address service-related matters before they become major issues by performing weekly inspections with the IFM lead; perform risk related inspections with risk management service provider; address all concerns and create timelines for corrective action and followup. This requires regular site inspections and documentation of corrected measures and follow-up by the team. 
• Responsible for collaborating with senior management on confidential and sensitive initiatives from start to completion.  This includes budget creation and monitoring; investigating cost saving measures and making recommendations to ensure timelines are met.  
  Establish and maintain a strong working relationship with all landlord property management staff for all facility related matters such as internal and external building repairs and overall space appearance. Coordinate within ELC landlord related service matters which may impact our business 
• Responsible foing all expenditures not covered under the IFM base service SOW regarding repairs and replacement/upgrading tenants  equipment.  
  Manage office relocations/move activity which includes liaising with HR Business Partners and department leaders.  Execute pre-move meetings, supervision of outside contractors (movers and related trades), resolve move related issues, review all move related invoices for approval and submittal.
• Responsible for reviewing and confirming all preventative maintenance schedules are being performed in accordance with the recommended specification i.e. HVAC inspections etc.   
  Monitor HVAC and miscellaneous building systems for various locations.
• Responsibilities include responding to troubled calls, mitigating hot and cold complaints, managing BMS system and interfacing with building management to resolve problems. Recommend solutions for chronic areas of complaints.   
  Communicate with Property Managers on a regular basis to ensure leasehold services are being performed to our standards. 
• Respond to emergencies during normal business hours and after-hour emergencies; depending on the type of after-hour event, position is required to be on site during those events.
  Lead Mail & Distribution team (Mail, Duplicating Services) consisting of one Manager, one Supervisor and a support staff of 16 employees that services LIC, NYC and PA locations.   
• SUPERVISION: Must possess the ability to supervise approximately 20 employees, IFM personnel and various outside contractors as necessary 

Qualifications

• Ten years’ experience in a high-volume multinational corporate environment; providing operational support for a wide variety of services.
• Position requires positive outlook and high energy level for very fast paced working environment. In addition to being resourceful and having excellent interpersonal and telephone skills, must be team oriented.
• Must be able to exercise independent judgment with respect to real or potential problems and proceed on own initiative to provide needed resolutions to challenges.
• Must be fluent in Word, Excel and Outlook, and have a knowledge of HVAC electrical and building management systems.  Must  read and understand floor plans and blueprints. Fluent in Microsoft Suite of Application, BMS systems, CADD and WISP (occupancy software) or equivalent allocation