Associate Director of Office Services & Facilities
Posted June 27, 2014
|Offered By||National Trust for Historic Preservation |
Washington , District of Columbia
Work for an organization you can feel good about! The National Trust for Historic Preservation is a nationally recognized leader of the movement to save America’s historic places and revitalize our older neighborhoods. You can be a part of that mission by helping manage an effective and functional work environment for the staff at our DC headquarters and field office locations. Recently relocated to the landmark Watergate Office Building, our headquarters is 35,000 sq feet of innovative and collaborative open space, housing 150+ professionals dedicated to helping people save the past to enrich the future. We’re good at saving buildings -- but we need your experience to help manage our offices!
This position helps our Chief Financial & Administrative Officer (CFAO) direct the office services and facilities/lease management functions of the organization, including:
- Overseeing office services functions, including reception desk, mail room, staff break room maintenance, and logistical support for in-house meetings and events.
- Helping ensure that the office environment reflects and supports National Trust values and goals, keeping abreast of advances in office management, making recommendations for upgrades, and working to convey and implement best practices in space management & programming.
- Managing workspace utilization, including implementing office space guidelines, managing workstation maintenance, and developing special use criteria.
- Helping direct facilities upkeep and security through coordination with property management, building engineers, and contractors including general repairs, maintenance and cleaning, security services, recycling, heating, cooling and water issues.
- Serving as primary point of contact with building management at the headquarters location, helping direct all site work, construction plans development, permitting and approval, and construction work performance as necessary.
- Maintaining an emergency management & business continuity plan and working with the property manager and staff to address safety issues.
- Helping develop annual budgets and forecasts for general office management for all locations, monitoring and reconciling monthly financial reports.
- Overseeing purchase and distribution of all office supplies and equipment, and working with the CFAO and Senior Director of Information Technology to negotiate office equipment leases at all locations.
- Ensuring procurement protocols are followed with regard to office services & facilities management, including competitive bid requirements where applicable.
In addition, the National Trust is currently assessing its use of leased space and home offices in our field office locations. Over the next several years, the Associate Director will:
- Assist the CFAO in working with Senior Management to determine office space needs of field offices, directing the planning, design and negotiation of leased space, and space build-outs and management of owned space.
- Serve as a central liaison with local property managers or office administrators, and a 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 controls, and coordinate periodic audit reviews for all leasing charges including pass-through costs.
- At least 8-10 years of professional level experience, including experience with budgeting, staffing, supervising professionals and leading teams to generate high quality results, preferably within a matrixed and geographically dispersed organization. Work background should include relevant experience in office services, facilities management, and commercial real estate.
- Proven track record of successfully managing a 150+ person office environment, as well as remotely managing the needs of off-site 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 general supervision.
- Proven ability to collaborate across divisions to implement processes and achieve results. Track record of building and maintaining productive relationships with multiple stakeholders.
- Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion.
- Effective presentation skills. Excellent verbal and written communication skills.
- Ability to adapt and be flexible in a dynamic work environment
- Demonstrated success in working with and engaging culturally diverse colleagues, vendors and partners. Bilingual (English/Spanish) a plus.
- Advanced knowledge of Microsoft Word and Excel required. Familiarity with other software, including databases, a plus.
- Bachelor’s degree (or equivalent years of experience) required. Master’s degree in relevant field or equivalent experience strongly preferred.
How to Apply
To apply, please include a cover letter in the body of a message and email your resume as a Word, PDF or Text document to 188550-CSfirstname.lastname@example.org.
The National Trust for Historic Preservation an equal opportunity organization and does not discriminate on the basis of race, color, religion, national origin, sex, age, sexual orientation, veteran status, or disability. The National Trust for Historic Preservation actively seeks opportunities to include members of these groups in its programs and activities.