The Director of Office Services provides operational direction and oversight to the Facilities division which manages office space in excess of 400,000 square feet across several locations. Responsibilities include Facilities & Construction Management, Mail Center Operations, Office Services, Purchasing and Procurement, Safety & Security, and Records Retention. The Director has the express responsibility for developing and implementing strategies in these areas, oversight responsibility of all functions, and for providing direction and leadership to direct reports. This position directs a staff of 90 employees and reports to the Chief of Staff Strategic Operations.
Responsible for space planning and allocation to optimize building space and layout for current and future needs. Coordinate office moves, including distribution of furniture and workspace modifications.
Monitor and coordinates the work of outside contractors including general contractors, architects, engineers, and material and equipment suppliers. Receive and analyze bids, including blueprint analysis of proposed changes. Serves as liaison with building management.
Act as the primary point of contact for emergency management preparation, planning, and response for on-site and at remote locations at all times including off hours as needed. Coordinate activities with the fire department, police and other public safety officials.
Oversee all activities related to office maintenance, including preventative maintenance, department moves, lighting, cleaning and confidential recycling.
Oversee the procurement of office supplies, parts and services. Implement strategies to ensure on time delivery and cost reduction goals in a fast paced, lean environment. Ensure supplier quotes/bids are secured from qualified vendors to obtain the most favorable prices and services consistent with quality requirements.
Direct the administration and effectiveness of Mail Center operations, including receipt distribution, postage, special mail service, scanning, and high volume copying services and ensure on time service in a fast paced environment.
Develop, and implement best practices for Records Retention. Develop strategic plans to improve or expand upon current Records Retention operations and work-flows. Maintain Records Retention and Destruction Policy in accordance with various laws and regulations that govern the storage of paper and electronic records.
Plan, direct and monitor security activities relating to the protection, and safeguarding of Fund assets, employees, members, and others. Respond to various internal conditions that jeopardize the safety and security of personnel and construction areas with knowledgeable and attentive direction.
Ensure training, compliance and communication regarding Federal, State and local laws and regulations, and internal policies, e.g. OSHA, environmental etc. Regularly monitor safe work practices and ensure appropriate and required training of operations staff in areas such as hazardous materials and safety standards.
Lead and mentor direct reports. Evaluate performance, monitor achievement of goals and departmental performance standards; identify areas for development; create improvement plans, coach and counsel as appropriate
Responsible for operating and capital budgets; analyze, prepare data, reports, and implement operating and expense controls
Perform additional duties and projects as assigned
Bachelor's degree in Business Administration, Facilities Management or related field or equivalent years of work experience.
Minimum of 8 years relevant senior level office services and facilities management experience in a large facility, to include 6 years supervisory experience
Strong general knowledge of the principles and practices of commercial building construction, renovation, purchasing, facilities management, and mail center operations.
Thorough knowledge of facilities management and office services best business practices; demonstrated experience developing strategic plans and metrics to measure level of achievement;
Good working knowledge of laws, regulations and requirements pertaining to building codes, licensing, permits, engineering, trades, local utilities, insurance, safety, security, OSHA, etc.
Ability to establish and maintain effective relationships and customer service approach with management staff, building management, employees, vendors, and the public.
Proven track record and experience developing policies, procedures, and successfully executing of programs that meet objectives of excellence in a dynamic environment
Strong management and leadership skills required; able to coach, mentor, motivate and create improvement plans.
Excellent analytical skills, able to manage multiple projects under strict time-lines, work well in a demanding dynamic environment and meet overall objectives
Experience with quality control, process improvement, data integrity, analyzing metrics and making recommendations for improvement based on trends and business best practices
We offer a competitive salary, an excellent fully employer-paid comprehensive benefits package and talented professional colleagues. For consideration and to apply, please visit us at . Please mention you saw this ad in Ladders. We are an Equal Opportunity Employer.