Managing Director of Operations

4 weeks ago

new york city, United States API Partners, LLC Full time

OVERVIEW:

Our client is a nationally celebrated Architecture and Design firm renowned for their context-driven spaces that blend creativity with meticulous craftsmanship. Their award-winning work spans Hospitality, Single-Family Residences, Multifamily Developments, Masterplanning, Product Design and Brand Design. Employing a collaborative, multidisciplinary approach, they seamlessly integrate architecture, interior design, and visual identity to deliver thoughtful, human-centered solutions.


Committed to a people-first philosophy, the firm fosters an inclusive culture that values diversity, mentorship, and sustainable practices. They are dedicated to providing exceptional client experiences while continuously shaping the future of design through innovative exploration and flawless execution. As the firm experiences continued organic growth and success, they are seeking a Managing Director of Operations to join their industry-leading team.


RESPONSIBILITIES:

Working closely with the Principals, the Managing Director of Operations will lead the day-to-day operations of their 90+ person firm, including people & culture, business management, strategic planning and administration. The Managing Director of Operations will foster a culture of transparency, collaboration and accountability, ensuring that all teams and firm leadership are aligned with the firm's goals while effectively driving and implementing key initiatives across the organization. They will collaborate closely with studio leadership across Architecture & Design, and leaders of Finance, Marketing, IT, Human Resources and Administration to ensure unity and efficiency for the firm as a whole.


ESSENTIAL JOB FUNCTIONS:

Operational, Administrative and Financial

  • Responsible for creatively and effectively aligning the operational and organizational structure to support firm’s objectives.
  • Liaise with department leaders across human resources, information technology, administrative resources, finance, and marketing; monitoring performance including adherence to annual budgets and strategic initiatives.
  • Collaborate with human resources and office leadership, with participation in recruitment, retention, employee relations, performance reviews, staff development, and compensation and benefits practices.
  • Actively engage outside the office to gather insights and identify best practices that drive continuous improvement and enhance the firm’s competitive edge.
  • Collaborate with the Principals to lead the overall strategic direction of the firm, with oversight of financial/administrative operations and project delivery.
  • Provide oversight of annual office financial plan, monitoring and assuring compliance throughout the fiscal year in collaboration with the Director of Finance.
  • Review, monitor and approve G&A expense requests, assure monthly collections and earnings, lead all collection efforts when required.
  • Review timesheets, expense reports, direct and indirect labor, overtime and trends.


Studio & Culture

  • Champion the firm’s inclusive and collaborative studio culture, fostering a positive, creative, and high-performance work environment that aligns with the company’s vision and values.
  • Support Studio Leaders in developing a cohesive studio culture by promoting mentorship, staff development, and cross-disciplinary collaboration.
  • Ensure that the studio maintains its commitment to diversity, sustainability, and innovative design practices.
  • Lead initiatives to strengthen team cohesion, communication, and culture, ensuring alignment between operational goals and the firm’s creative ethos.
  • Drive the development of studio-wide standards and processes that reinforce the firm’s high-quality design and craftsmanship, while maintaining a strong culture of accountability and collaboration.


Design & Project Delivery

  • Work with Studio Leaders to implement studio-wide initiatives and SOPs to control quality, risk, and delivery of projects across the different disciplines.
  • Support the effort to enhance and embrace project delivery systems and innovation at the office level.
  • Review reporting related to project work plans including milestones, workflow, staffing, and project budgets.
  • Work with the Director of Finance and 3rd party finance consultants to ensure compliance with best practices in financial performance and planning for all projects in the studio.
  • Assure adherence to budgets, monitoring all project earnings, collections, and expenditures.
  • Guide Studio Leaders toward continually improving project delivery, quality, and profitability.


Risk Management

  • Review and approve fee proposals and contracts with respect to scope, fee, and schedule.
  • In conjunction with legal counsel, review and approve fee proposals and contracts with respect to the allocation of risk and liability, insurability, rights of intellectual property, dispute resolution and other key contractual issues.
  • Assess and update the firm’s insurance policies to ensure alignment with risk mitigation objectives and financial impact.


EXPERIENCE & QUALIFICATIONS REQUIREMENTS:

  • 15+ years combined design practice, project management, and/or practice management experience. Including at least 10 years of direct experience focused on Practice/Office operations management.
  • Professional Degree in Architecture or Design would be an asset but not required.
  • Enhanced knowledge of project design and delivery including proposal development, management of fee, contract, time and staffing.
  • Experience working directly with clients, and in conversations surrounding negotiations of fees, contract terms and project schedule.
  • In depth experience of the full cycle of HR processes including hiring, compensation, interviewing, terminations, and HR related decisions.
  • Strong financial acumen, including experience in collections management, budgeting, financial forecasting, and performance tracking, with the ability to ensure fiscal accountability across projects and operations.
  • Proficiency with MS Office Suite (Outlook, Word, Excel)
  • Experience with Procore, Monograph, Rippling, Greenhouse and/or Leapsome desirable.
  • Excellent communication & interpersonal skills, experience managing & directing project teams.
  • Exceptional collaboration and people skills with the ability to help others understand financial parameters and business practices.

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