Head of Operations & Facilities

New York, NY

The Head of Operations & Facilities is responsible for managing the corporate North American real estate portfolio of a large financial services firm. This includes the daily supervision and management of all 13 office spaces the company currently occupies, thus providing the best-class-workplace for all company employees in a timely and cost-efficient manner for the company. We are representing one of the largest hedge funds in the word with more than a thousand employees in offices around the world. The company fund is worth more than $24 billion and has more than $193 billion in assets under management.

 

Responsibilities

 

  • Work with vendors and building management to ensure adherence to lease agreements, building maintenance contracts and utilities, and optimal functioning of all building systems (mechanical, fire/life safety, elevator, etc.)
  • Oversee day-to-day facilities operation staff & vendors, including office services, cleaning and janitorial, and security
  • Maintain company’s global vision and program guidelines for all spaces
  • Set up and manage Corporate Services Help Desk ticketing system, including training help desk team
  • Manage receiving and resolving workplace maintenance and service complaints
  • Work closely with Corporate Services Team to identify, prioritize, and delegate facilities issues as needed
  • Manage relationship with Building Property Management for building operations and maintenance
  • Oversee security duties including onboarding/registering and terminating employees in security database, maintaining security database, and troubleshooting any biometric reader issues
  • Ensure security systems are operating effectively
  • Manage the Business Continuity Plan, Emergency Action Plan, and Fire and Life Safety. Support Business Continuity Steering Committee by proactively planning for and responding to emergencies
  • Submit, review and manage the facility expense and capital budget, partnering closely with Finance; adjust monthly forecasts needed
  • Review monthly domestic rent invoices for accuracy and submit for payment. Manage the invoice process for all vendors, ensuring accurate billing to the appropriate department and invoice approvals
  • Actively identify and recommend initiatives that focus on service improvements, cost reduction, quality improvement, risk mitigation, industry trends and other relevant factors that impact workplace effectiveness (BMS, lighting, HVAC, etc.)
  • Ensure industry-leading training and development of in-house and third-party HQ facility operations teams
  • Approve bids on repairs (including RFP processes), services, equipment replacements
  • Create a cycle maintenance program for all equipment
  • Oversee mail room and receiving operations

 

Requirements

 

  • BA/BS in Business, Engineering, Architecture, or equivalent experience
  • 10+ years of facility management experience
  • Experience running campus facilities for a financial services company a plus
  • Demonstrated ability to listen to others to understand their perspectives, to define and communicate objectives and programs effectively, and persuade vendors and contractors to perform to meet commitments
  • Extensive management experience in staff development, outsourcing, and contractor management, building maintenance
  • Extensive knowledge of financial management practices and budget planning procedures
  • Demonstrated leadership experience including leading change management, and handling crisis situations (i.e. Disaster Recovery & Business Continuity)
  • Demonstrated success building teams and leading across multiple locations
  • Ability to travel between two main NY locations (15 blocks)
  • Facilities certifications (CFM, FMA, RPA, LEED, PMP) preferred
  • Proficient in Microsoft Outlook, Word, and Excel Microsoft Outlook and Word and highly proficient in Microsoft Excel
  • Available outside of normal business hours as needed

 

 

Note: Qualified candidates will be contacted within 2 business days of application. If an applicant does not meet the above criteria, we will keep your resume on file for future opportunities and may contact you for further discussion.

Date Posted 6/18/2019
Salary $175,000 - $200,000






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