Director Of Facilities And Real Estate Operations

Description:

Executive & Administrative Headquarters (117 West 124th St)

165000-$180,000

Position Summary: Children’s Aid (CA), established in 1853, is one of New York City’s leading child and family service organizations. The Director of Facilities and Real Estate Operations is responsible for leading all strategic, administrative and operational aspects of the agency’s 40+ facilities and Real Estate portfolio. The Director is responsible for maintaining and enhancing agency standards for the maintenance, repair, security, operational and administrative support, construction, space planning, project management, security and compliance for all agency locations. The Director also is responsible for the negotiation and management of leases, property management, ticketing system, records management, space improvements and business continuity. The Director manages over 40 staff members in positions as diverse as administrative, custodial, managerial, security and courier/delivery.

Responsibilities:

Operations Management

• Responsible for strategy, budgeting and alignment of all facilities, real estate and operations staffing, including but not limited to administrative staffing, including custodial, compliance, reception, mailroom, operations team, events, conferencing, delivery and courier services;
• Responsible for overall budget management (admin and capital).
• Gathering, reporting and analysis of data based objectives for CQI;
• Oversees site location and contacts data. Assists with coordination of agency-wide events and communication (e.g., DOL deliveries, summit meetings);
• Responsible for organization-wide security including management of vendor and in-house security staff and teams, incident response and analysis, development of security response teams, policies and procedures, violent intruder training, management of security equipment and monitoring vendor;
• Fosters and maintains an effective working relationship with agency departments, their personnel, and clients. Works closely with agency leadership and staff to better understand their needs and support their work;
• Direct department staff and outsourced facilities vendor partners responsible for all aspects of operations, maintenance and preservation of agency sites. Responsible for the management and development of 45+ staff team, including 6-7 direct reports, maintenance, repair, security, compliance, operations and office staff. Responsible for evaluating, mentoring and enhancing the capabilities of staff members;

Facilities Management

• Manage construction plans, documents, and the bidding process for construction and restoration projects. Issue contracts to successful bidders, oversee submittals, manage budgets, verify and validate claims and authorize payments.
• Develop and execute departmental procedures, manage operational budgets including capital/infrastructure, project and administrative. Responsible for tracking costs, approving expenses and budget forecasting.
• Management of repair projects, both large scale and smaller renovations. Manage the planning and design of construction, restoration and capital projects including the procurement of architectural, engineering and construction services.
• Management of custodial operations personnel who provide general repair, custodial management, building and agency compliance, life, health and safety standards. Available to respond 24 hours / 7 days/week, to any and all agency emergencies.
• Management of agency repair team, compliance reporting team and on-site maintenance and repair teams. Identifies and implements space improvements, overseeing construction, electrical, plumbing, painting, HVAC and security systems, through in-house or vendor teams.
• Works with Development and other agency departments to raise funds for facilities projects.
• Solicits bids and contracts with vendors and suppliers for materials and services.
• Responsible for maintaining the highest possible quality level of work environments in all CA sites. Maintains cleanliness and compliance standards, functionality and administrative support. Ensures conformance with city, state and federal codes and ordinances;

Real Estate

• Business continuity planning;
• Other duties as assigned.
• Master project planning, reporting and strategy throughout agency;
• Negotiate improvements and maintenance. Review and apply for tax abatements, tenant allowance, renewals, and early exits.
• Property management of real estate portfolio;
• Oversight of all leases, deeds, sales, acquisitions, and relocations throughout the agency;

Qualifications:

REQUIRED

• Strong management background
• Emergency response background;
• Excellent verbal and written communication skills
• Five years budgeting experience of at least $2M or more;
• Good computer skills
• Ten years of facilities management experience;
• Experience in security management
• A minimum of a Bachelor’s Degree is required;
• Ten years of experience in mission based management, preferably in social services, health or education;
• Ten years of real estate negotiation and transactional experience including but not limited to LHIs budgeted over $125,000;
• Ten years of construction management experience;
• Ability to negotiate and renew contracts
• Five years of vendor management experience;

Location: -Harlem
Activation Date: Monday, May 22, 2023
Expiration Date: Tuesday, July 25, 2023
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