Director of Facilities & Office Services

Job Type

Full Time

Published

10/10/2018

Address

2600 Virignia Avenue, NW
Washington
DC
20037
United States

Description

Job Summary:

The Director is responsible for:

  • ensuring the safety of staff and visitors at all office locations and for providing input and guidance for safety at historic site locations;
  • negotiating purchasing contracts and overseeing vendor relations;
  • managing planning, design and leasing activities for field offices;
  • and overseeing the smooth operation of the offices by ensuring that office premises are appropriately managed and maintained, office-space needs of staff are addressed in a timely fashion, office-space protocols are developed, communicated and adhered to, and that protocols for emergency preparedness and business continuity are effectively in place at each location. 

At the headquarters office, the Director oversees logistical support activities for staff meetings and events, including room set-ups, audio/video coordination, and room breakdowns.


Duties:


Safety and Risk Management

  • Working with the Field Office Team Leaders (FOTLs), develop and maintain an Emergency Management Plan for each office location;
  • Work with the various property managers and staff to address safety issues, including FOTL’s execution of emergency drills on a recurring basis.
  • Periodically, conduct emergency scenario drills across multiple locations, with post scenario analysis to develop protocols for various emergency situations (fire, active shooter, chemical spill, etc)
  • Ensure maintenance of defibrillator, first aid kits and other emergency-assistance equipment to ensure they remain in good working condition.
  • Coordinate with HR for safety training, including use of the defibrillator, CPR and First Aid.
  • Work with the Law Division and our insurance carriers to reduce risk at the historic sites and office locations.
  • Lead an internal Risk Management Committee to conduct an annual risk assessment and to develop a risk management plan to address these risks.  

Purchasing and Supply Management

  • Work with CFAO and Senior Director of Information Technology to specify and negotiate office equipment leases at all locations.
  • Work with other Senior Management team members to review and negotiate significant contracts in their areas (magazine, membership, etc).
  • Develop annual budgets and forecasts for general office management for all locations and ensure forecasts meet organizational guidelines. Monitor and reconcile monthly financial reports.
  • Oversee purchasing and distribution of all office supplies and equipment, including but not limited to, letterhead, envelopes and business cards.
  • Responsible for online account maintenance for vendors, including Federal Express, Impact Office and Office Depot
  • Working with the Contracts Office, ensure procurement protocols are followed Trust-wide, including competitive bid requirements where applicable.
  • Working with the Contracts Office, negotiate contracts and maintain relationships with vendors. Manage office services contracts with outside vendors, including but not limited to coffee & water, copiers and AV equipment, security and safety, general supplies and food, and any other service necessary for daily office operations. 

Lease/Facilities Management

  • Work with Senior Management to determine office space needs of field offices, directing the planning, design and negotiation of leased space (e.g., WeWork spaces), or space build-outs and management of owned space. Serve as central liaison with local property managers or office administrators, and point of contact for construction plans development, permitting and approval, and construction work performance as necessary for these locations.
  • Prepare national occupancy/lease budgets, review expenditures, design and implement spending control techniques, and coordinate periodic audit reviews for all leasing charges including pass-through costs.
  • Serve as the primary liaison for Field Office Team Leaders (FOTLs), meeting with them regularly to establish protocols and resolve local field office administrative issues.
  • Enter invoices relating to the Field Offices into the accounts payable system. 

Office Space Protocols

  • Work with CFAO, VP of HR and other Senior Management officials to ensure office space protocols and guidelines are developed and adjusted to meet the needs of staff and changing requirements of the organization as required and that guidelines are adhered to and issues are addressed in a timely manner.
  • Work with CFAO and Senior Director of Information Technology to determine standard workstation configurations and accommodations.
  • Work with CFAO to prepare and implement short and long range facilities plans including development and management of special use criteria in space utilization and space acquisition. 

Office Management (Headquarters)

  • Help ensure that the office environment reflects and supports Trust values and goals, especially collaboration and innovation. Keep abreast of advances in office management and services, make recommendations for upgrades, and work to convey and implement best practices in space management/space programming.
  • Direct facilities upkeep and security through contact and coordination with property management, building engineers, and contractors including general repairs, maintenance and cleaning, security services, recycling, heating, cooling and water issues.
  • Working with Senior Director of IT and company contractors, ensure the maintenance of all office and AV equipment and ensure it is properly accounted for and in safe working condition.
  • Serve as primary point of contact with building management, directing all site work, construction plans development, permitting and approval, and construction work performance as necessary.
  • Formulate and implement procedures for systematic retention, protection, retrieval, transfer and disposal of office records (onsite and offsite).
  • Ensure work stations and office equipment are effectively deployed and maintained appropriately and in compliance with current ergonomic and OSHA standards. Ensure timely resolution of any issues with existing work stations.
  • Ensure workstation needs of off-site staff, board members and other visitors are met while working on-site; direct coordination of “hoteling” stations use as needed.
  • On a daily basis, ensure fundamental support for organization and management of overall office environment, inclusive of reception areas, workstations, conference rooms, catering kitchens, coffee bars, supply and copier areas, including loading and unloading of dishwashers, cleaning and refilling coffee stations, stocking of sodas, paper towels and napkins in the kitchens, etc.
  • Review Finley conference room scheduling and setup Finley conference room to meet the requirements for each meeting, requesting assistance with the setup as needed. Provide support for Trust events at the Watergate, including helping with set up and break down of meeting room tables, chairs and other equipment and supplies as needed.
  • On a daily basis, add postage to materials to be mailed and take stamped mail to the Watergate Post Office to ensure arrival at the Post Office prior to its closing.
  • Ensure that the supply room/mail room is neat and that supplies are organized, labeled, accessible and re-stocked in a timely manner. 

Meetings & Events Management

  • Coordinate with Senior Management officials to determine requirements and logistics for meetings and events held at the headquarters office, including staff events that promote the organization’s core values and other National Trust stakeholder events that may be held on site from time to time.
  • Responsible for managing overall support of on-site meetings which may include but is not limited to, on-site meeting assistance, assistance with logistics and participant needs as appropriate. 

Other

  • Supervise the Office Administration function, including staff assigned to the functions.
  • Responsible for achieving high quality results with minimal supervision. 


Qualifications: 

  •  At least 10 years of professional level experience, preferably within a matrixed and geographically dispersed organization. Work background should include relevant experience in office services, facilities management, safety program design and implementation, record storage management and leasing of commercial real estate.
  • Experience with moving offices of all sizes to new facilities, including negotiation of leases, moving contracts, and space buildout construction.
  • Proven track record of successfully managing a 100+ person office environment, as well as remotely managing the needs of offsite office locations
  • Advanced analytical and problem solving skills, including issue identification and prioritization.
  • Advanced project- and team-management skills, including project budgeting and planning. Ability to achieve results with limited supervision.
  • Experience managing key internal and external stakeholders and relationships.
  • Proven ability to collaborate across divisions to implement processes and achieve results. Track record of building and maintaining productive relationships with multiple stakeholders. Public contact and ability to work successfully in close proximity to others required
  • Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion.
  • Proven ability to continually develop skills related to use of rapidly changing technology and communications best practices.
  • Effective presentation skills. Excellent verbal and written communication skills.
  • Ability to adapt and be flexible in a dynamic work environment. Ability to work effectively with frequent interruptions required. Able to handle frequently changing and/or unscheduled tasks with accuracy.
  • Demonstrated success in working with and engaging culturally diverse colleagues, vendors and partners.
  • Intermediate knowledge of Microsoft Word and Excel required.
  • Regular and reliable attendance required.
  • Some travel required.
  • Bachelor’s degree (or equivalent years of experience) required. 


Benefits

Great benefits, including affordable health, dental and life insurance, with 3.5 weeks of vacation plus sick time and holidays


Level of Language Proficiency

Bi-lingual English/Spanish a plus

Professional Level

Professional

Minimum Education Required

4-year degree

How To Apply

885137-CS-1105@nthp.hrmdirect.com
http://www.savingplaces.org

Please email resume and cover letter to 885137-CS-1105@nthp.hrmdirect.com


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