Director of Office Services

Position Summary:

The Director of Office Services assists in managing the daily activities of office staff to ensure efficient operations, service, and expense controls. This role will act as a liaison to HDC's office to facilitate the support of department-wide operations. The Director will report to the Chief of Office & Facilities Management.

Area of Talent: Office Services

Position Type: Full Time/Exempt

Salary Range: $115,000 to $130,000

Location: NYC/Financial District

Responsibilities:

• Oversee the day-to-day operations, management, and maintenance of the company’s facility.
• Coordinate and manage equipment repairs and maintenance tasks, work closely with HDC vendors, ensuring that work is completed in an efficient, cost-effective, and safe manner.
• Manage renewal and securing maintenance contracts, soliciting competitive bids, coordinating the entire bidding process, selecting contractors, scheduling service visits and repairs, reviewing invoices.
• Work with building management on repairs, maintenance, and general facility-related issues; solve office related problems and determine best solutions.
• Oversee office renovation projects, including design, expediting, securing DOB permits and installation, manage space development and provide recommendations on how to increase space efficiency.
• Assist with tracking and analyzing operational costs and monitoring budget.
• Assist with developing and implementing procedures and policies for all office space related activities.
• Assist in supervising, training, and supporting team of administrative staff, coordinating ongoing professional development.
• Oversee the selection of vendors and purchase of office equipment and supplies, manage existing vendor partnerships, obtain new contracts, implement, and reinforce HDC’s policies and procedures; inventory and maintaining of office supplies.
• Serve as a backup for processing invoices, creating Purchase Orders, etc.
• Manage record keeping and oversee mailroom, reception, and other internal operations.
• Oversee the operation of HDC’s fleet, including maintenance, repairs, reinforcing procedures, processing parking violations, gas receipts and invoices, securing parking permits, registrations, and inspections renewals, manage E-Z pass account, securing new vehicles through competitive bidding process, manage vehicle calendar and generate car usage reports.
• Serve as a point of contact for all office-related requests, coordinate seating assignments and relocations.
• Manage security systems, maintenance of hardware and software, access cards and reports.
• Assist with HDC’s corporate insurance policies, file insurance claims, obtain and review required proof of insurance from contractors and vendors.
• Act as a Fire Safety Warden, manage HDC’s fire brigade, coordinate fire drills with building management.
• Assist with preparing departmental budget; completing reports on actual versus forecasted revenue, updating administrative reports that facilitate operational changes and responsibilities.
• Allocate resources and ensure operational compliance with industry and corporate standards
  
  

Required Qualifications:

• Bachelor's degree strongly preferred
• Minimum of five years of managerial experience directly supervising an administrative team
• Minimum of three years of experience providing operational support in a professional office setting
• Must have a valid driver's license, driving experience and be able to drive if needed.
  
  

Preferred Skills and Qualifications:

• Detail oriented with excellent communication, organizational and analytical/problem solving skills
• Superior interpersonal, verbal, and written communication skills
• Ability to adapt to different working environments and situations quickly
• Highly proficient in Microsoft Office such as Word, Excel, Outlook, etc.
• Experience with a Purchase Order system
• Solid business judgement and ability to work independently
• Ability to handle multiple tasks, prioritize duties and responsibilities, implement new strategies
• Strong leadership skills with the ability to develop and guide staff to succeed in their role
• Ability to build relationships with external parties.
• Knowledge of expense control and financial management
• Ability to visually inspect conditions and equipment to determine that standards are met
• Comprehensive knowledge and experience in the design, operation, and maintenance of building systems - including HVAC, electrical and plumbing systems, building design and construction, project delivery.
• Facilities Management Certificate
• Certified Manager of Commercial Properties
• Building Systems Maintenance Certificate
  
  

It is strongly preferred that you submit a cover letter with your resume. You may also fax your resume and cover letter to (212)227-6816.

HDC demonstrates a strong commitment to its employees by providing a salary that is competitive and commensurate with experience and excellent benefits, including:

• Health Benefits at a reasonable cost
• Dental and Vision Benefits at no cost
• Retirement savings plan with a generous match and a pension plan
• Paid holiday, vacation, sick time and parental leave
• Professional development opportunities
• Public Service Loan Forgiveness for eligible employees
• Wellness reimbursement
• Back-up Caregiver Benefit
  
  

HDC is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

HDC is committed to the full inclusion of all qualified individuals. As part of this commitment, HDC will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please complete the reasonable accommodations section on the application or contact Human Resources by emailing jobs@NYCHDC.com.