Director of Facilities Operations

2 months ago

New Haven, United States Wiggin and Dana LLP Full time

Summary

The Director of Facilities Operations has primary responsibility for all Firm office space (leased and owned) ensuring landlords and tenants are meeting lease requirements and the facilities are maintained appropriately. This position serves as project manager for all construction projects and assists in determining space needs, requirements, and budgets. The Director of Facilities Operations is responsible for the acquisition and maintenance of furniture and fixtures and new hire integrations including office assignments, moves, partner onboarding.

Job Duties

The following are essential job duties and responsibilities of the Director of Facilities Operations. This list is not exhaustive, and other duties may be assigned as necessary.


Administer office leases ensuring compliance by Firm and Landlord.

Manage leased spaces, including billing and collection of rent, taxes, and operating expenses from tenants.

Serve as liaison to Building Management and OCT Condo Association.

Assist with determining space needs and space program requirements.

Work closely with Real Estate Partner(s) during lease negotiations.

Manage leasehold improvements, contracting vendors including architects, contractors, and necessary consultants such as low voltage, audio visual.

Manage relocation of offices whether internal, individual, or office-wide moves.

Purchase furniture as needed. Maintain inventory and communicate fixed asset information to Finance Department (acquisitions/destruction).

Organize offices to ensure proper furniture set-up and equipment, particularly for new employees. Responds to furniture requests.Assign offices and handle applicable internal/external moves in conjunction with the Chief Human Resources Officer and department chairs.

Assist with insurance renewals as it relates to property liability. Manages COI requests.

Prepare departmental budget and monitoring monthly variance reporting.

Responsible for building and office maintenance and operations. Ensure routine and unexpected maintenance is performed and the offices and buildings are maintained appropriately.

Administer security access systems (cards, keys) ensuring appropriate access if given.

Maintain systems for conference reservations and office hoteling.

Manage the Offices Services team including outsourced team. Ensure high level of support (mail processing, document projection, hospitality, reception) is provided.

Oversee supply and stationery ordering for the Firm.Develop internal control and ensure best pricing from vendor(s). Monitor expenditures and work with those charged with ordering to ensure appropriate expenditures.

Involved in Firm’s Life Safety and Business Continuity team to develop and implement safety procedures and responses to incidents.

Ensure storage and destruction of documents meet required regulations and policies.

Prepare and conduct annual reviews for direct reports providing honest and factual comments.

Requirements


Experience: 5 plus years of related experience in a law firm, corporate or professional services environment.


Knowledge/Skills and Abilities:


Excellent written and verbal communication skills.

Ability to work well with all levels of Firm personnel, clients, and vendors.

Ability to work independently and as part of a team.

Ability to rely on experience and judgment in order to plan and accomplish goals.

Strong problem solving skills and an ability to prioritize and manage time effectively.

Able to read and comprehend construction/working drawings and architectural design concepts.

Ability to maintain confidentiality and exercise discretion.

Possess a positive energy, sense of humor and “can do” attitude.

Capacity to work well under pressure while maintaining professionalism.

Ability to handle a variety of tasks simultaneously.

Effective leadership experience.

Ability to define goals and follow though to achieve results.

Advanced proficiency with Microsoft Office Suite; WORD, Excel, PowerPoint.

Flexibility to work additional hours, as necessary.


Essential Physical/Mental Demands:

Ability to sit for extended period of time.

Ability to keyboard for extended period of time.

Handle material and supplies up to 50 lbs. of weight

Ability to deal with stress due to workload pressures.

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