Director of Facilities

Job Summary:The FM Director will lead the Facility Management (FM) service line and be responsible for the day-to-day administration of policies, procedures and programs that assures a well-managed, well-maintained portfolio of building(s). Maximum emphasis is placed on providing a positive response to the concerns and needs of the occupants and quality programs, in coordination and conjunction with the Client’s goals and objectives and compliance with the client’s Master Service Agreement (MSA).RESPONSIBILITIESEssential Duties:Serve as the FM primary point of contact for the client real estate team. Provide direction to the Regional Facility Managers and other team members to achieve the operational goals of the business plan. Support and oversee assigned portfolio for delivery of FM services.Direct and oversee maintenance programs relating to the interior and exterior condition and appearance of the building(s) across entire portfolio, project management and the service delivery of required services consistent with client objectives and requirements under the direction of the Senior Account Leader.Perform project management in new tenant space, working with General Contractors, Landlords and designated vendors to implement standard space layouts and designs.Overall responsibility for FM staff and vendors supporting the portfolio.Communicate with staff and vendors to obtain input and recommendations that ensure operational and quality standards are maintained.Responsible for the selection of contract services, vendor negotiation of service agreements and day-to-day monitoring of vendor performance to assure full compliance with standards established within the service agreement.Ensure associated vendor contracts are procured in accordance with client and company guidelines. Maintain library of vendor contracts on site and electronically and a summary of these contracts per company guidelines.Supervise staff to ensure effective implementation of services in accordance with contractual, performance and quality expectations of the Company and the client.Prepare and conduct performance reviews, including goal setting for staff. Monitor the progress of staff goals and provide appropriate support. Address unsatisfactory performance as necessary.Propose compensation recommendations for direct reports.Develop and manage the annual operating and capital budgets for each property in the portfolio, subject to the approval of the Account Manager. Work with Client Accounting to monitor proper accounting procedures and approve portfolio operating expense activity.Provide oversight of space planning, construction, move management, and facility-related service contracts for assigned building(s).Ensure that appropriate inspections and auditing procedures exist and are updated for all functions managed in accordance with company and client policy and operating standards. Serve as on-site point of contact for all inspections and audits.Ensure site inspections of assigned properties are performed routinely and coordinate action plans with onsite teams to resolve non-compliance items.Ensure timely completion of preventive maintenance and reactive work orders generated by CMMS system.Ensure data associated with the building(s) are updated in the CMMS system as required.Ensure all services are supported by valid purchase orders that are consistent with budget.Perform invoice verification for all facility-related service providers and provide input to support monthly financial reporting.Participate in the development of site-level Emergency Preparedness Plans and Business Continuity Plans for portfolio.Enforce and facilitate all Environment, Health and Safety policies and plans, including Emergency Preparedness Plans and Business Continuity Plans.Collaborate with Landlords, Property Managers and REITs to ensure expected delivery of client requirements as necessary.Responsible for monitoring, compliance, scheduling and record keeping of all regulatory compliance applicable to the buildings(s). Ensure compliance with safety policies and procedures.Perform Fire Drill training and coordinate fire drills for applicable building(s).Review performance on a continuing basis and establish proper measures of performance in accordance with established metrics and in compliance with the terms of the MSA.Attend and participate in external or in-house activities, meetings, organization, etc., as approved or directed by account management.Provide monthly operating data detailing current assessment of FM performance.Provide portfolio wide assistance to the client in the preparation of long-term strategy programs by continually seeking creative methods to increase portfolio operating efficiencies, decrease operating costs, drive cost savings and cost avoidance opportunities, and provide an enhanced real estate environment for corporate client.Coordinate with client Risk Management in scheduled facility safety meetings.Collaborate with client on sustainability initiatives.Available for after hours, 24/7 support for emergency issues, as needed.May perform other duties as assigned.QUALIFICATIONSSkills, Education and Experience:Bachelor’s degree in Business Administration, Real Estate, or a related field; or equivalent experienceMinimum ten (10) years experience in property and/or facilities managementProject management experience, delivering tenant fit-outs (fit-ups), from planning through closeoutFacilities management certification preferred (e.g., IFMA Certified Facility Manager)Exceptional interpersonal, written, and verbal communication skillsStrong negotiation and problem-solving skills; able to identify issues and implement solutions quicklyStrong planning and organizational abilities with keen attention to detailProven team leadership and vendor/contractor management skillsAbility to manage multiple projects simultaneously and make sound, timely decisionsProficiency with Microsoft Outlook, Word, PowerPoint and ExcelWorking Conditions: Normal working conditions with the absence of disagreeable elements