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Job Overview:

FirstService Residential is looking for a Facilities and Office Manager to join our 50,000 sq. ft. New York City headquarters and satellite offices! This person will be responsible for the operations and people management of the facilities, office services, and mailroom functions.

Your Responsibilities:

• Oversees and assess the performance of the facilities and office services teams to ensure quality workmanship, efficiency and professionalism.
• Creates and maintains an environment that stresses a customer service approach.
• Maintains a safe work environment for associates and communicates workplace safety precautions to associates.
• Ensures security and emergency preparedness procedures are implemented properly.
• Ensures office is compliant with OSHA, federal, state, and local laws.
• Implements office policies and strategizes improvements to existing processes.
• Implements critical safety procedures, including establishing evacuation plans, running drills, and working directly with building security.
• Communicates with the department managers regarding company policies and procedures.
• Manages vendor and service contract negotiations and renewals.
• Manages facilities planning and space design and allocation.
• Works in tandem with Human Resources and IT teams to ensure new associates are onboarded properly into the office space and facilitates outgoing associate process.
• Acts as the liaison for onsite and branch office associates (Brooklyn Office)
• Oversees custodial and office cleaning including the offices, floors, glass, kitchens, refrigerators and communication with associates (create a schedule and procedures).
• Manages the facilities planning for all events by coordinating with the building, local vendors and office services associates.
• Inspects office space daily to identify problems that must be addressed.
• Recommends maintenance, mechanical, electrical, and facility design modifications.
• Manages office projects such as office design, renovations, and installations.
• Schedules and supervises maintenance repair work and assists with checking installation and servicing building and office equipment.
• Oversees maintenance throughout offices, workstations, hallways, and common areas to ensure the office is kept safe, clean and working.
• Advises leadership team on measures to improve efficiency and cost savings of facilities and supplies and plans accordingly.
• Oversees office relocations and executes move planning.
• Liaison with building management and landlord and ensures compliance with property lease.
• Acts as a liaison between the building and vendors to utilize the freight elevator to ensure all pickups and deliveries occur on time and within appropriate business hours.
• Coordinates building security and responsible for visitor management.
• Procures office supplies, furniture, and kitchen supplies and ensures that items are purchased at the best price, considering availability and quality, while also maintaining current inventory.
• Ensures all supply requests are handled by the staff in a timely manner.
• Oversees the mailroom team and ensures the mailroom is working efficiently and effectively.
• Ensures mail, UPS, FedEx, and packages are delivered timely.
• Responsible for the onsite file management system including sending and receiving files to and from storage facility and properties for transition buildings.
• Works with Human Resources and Marketing teams with onsite events.
• Manages the breakdown and setup of conference rooms for meetings and events.
• Coordinates with the building management for any afterhours events.
• Lead in a way that is consistent and aligned to the company culture, meaningful associate.
• Leads by example with an emphasis on positive attitude, reliability, time management, strong work ethic, and performance excellence.
• Builds trust and camaraderie with team and inspires and motivates teamwork.
• Cultivates an open team environment and seeks feedback.
• Attracts, develops and retains diverse, high caliber talent, while developing an engaged recruiting team to build the capabilities required for the organization to perform at high levels.
• Provides ongoing support with training and coaching.
• Contribute to the overall development of the team through sharing best work practices and peer-to-peer coaching.
• Clearly defines and communications performance responsibilities, goals, expectations and objectives.
• Regularly evaluate team to determine performance and whether or not company standards for professionalism, attendance, and work performance are met. If expectations are not met responsible for coaching and disciplinary actions.
• Conducts ongoing performance management activities by providing constructive feedback and coaching through regular check ins, structured one-on-meetings, mid-year touchpoints and annual reviews.
• Creates and maintains a culture of operational excellence where the training and onboarding team constantly looks for improvements that will drive greater value.
• Proactively seeks and develops ways to constantly improve self, team, and processes.
• Evaluate the division structure and team plan for continual improvement of the efficiency and effectiveness of the group, and provide individuals with professional and personal growth, emphasizing opportunities (when possible) for individuals.
• Holds self and team accountable for completing tasks and objectives in alignment with standard operating procedures and owning issues and solving problems in collaboration with other departments to deliver measurable results.
• Anticipates future business needs and involves others in the decision-making process to design and execute a seamless plan that leads to organizational success and competitiveness.
• Acts as a brand ambassador by communicating and demonstrating the value and benefits of our culture, products and services.
• Work with leaders to drive business improvement through technology/process.

Skills & Qualifications:

• 5+ years of experience in facilities or property management.
• Knowledge of OSHA and other environmental regulations.
• Knowledge of general maintenance systems, building systems, and safety precautions related to facilities management.

What We Offer:

As a full-time exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, vision, and others. In addition, you will be eligible for time off benefits, paid holidays and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Compensation:

$65,000 - $85,000 / annually