Deputy Director Real Estate Operations at Innovation in New York, NY

Job description

• The Center is seeking a Deputy Director of Real Estate Operations. Reporting to the Senior Director of Real Estate and Administrative Operations, the Director is primarily responsible for Facilities Management, Property Management, Repair and Maintenance, Project Management, Capital Purchasing, Budget and Vendor Management. The Deputy will collaborate with the Deputy Director of Administrative Operations on Fleet Administration and Liability Insurance. The Deputy Director will ensure the highest quality of facilities care and compliance of all leased and occupied spaces throughout five boroughs of NYC, Newark, NJ and Syracuse.
• The Deputy Director will serve as the Senior Director’s backup and manage a strong Property and Facilities Management team. They will be a strategic partner who uses their experience and creativity to solve problems and solve short term, long term and emergency issues effectively.

Responsibilities

• Responsibilities include but are not limited to:
• Lead Facilities department response emergencies, primarily in-person, within 8 calendar hours of reported incident;
• Work with designers and site staff to develop construction, technological, mechanical and furniture plans;
• Development of onsite logistics for major renovations, repairs and general construction projects;
• Track all projects and repairs through ticketing systems, maintaining a high level of timely completion;
• Ensure daily operational capacity for 40 sites. Track all closures. Strategize contingency planning;
• Create facilities reports detailing open items, project updates and compliance issues;
• Assist with repairs at project sites including but not limited to plumbing fixtures, lighting, electrical, hardware, carpentry, furniture building, drywall patch and paint;
• Exercise independent judgment and evaluation of facilities needs, consider all reasonable options and associated costs and decide on the optimum course of action;
• Create vendor and construction RFPs and track bids;
• Coordinate with operating sites and facilities managers to coordinate special maintenance and improvement projects with assistance from community service supervisors and crews;
• Assist Technology department with computer placement, wireless access point and camera installation; and;
• Perform other duties as assigned.
• Oversight of entire portfolio. Create inspection criteria and oversee reviews of occupied sites, build relationships with property owners, strategize a continual site and operations improvement process;
• Develop property improvement planning and budgeting. Will develop initial estimates to submit to Financial Planning and Analysis leadership;
• Assist Director with property searches, interface with Real Estate broker, help develop real estate strategy;
• Oversight of Property Manager who is tasked with ensuring of timely rent payments and confirmation of rent increases, taxes, OPEX and additional expenses. Identify conflicts and bring to Director’s attention;
• Lead staff development particularly in areas of project management, scheduling, budgeting and repair closeout. Set goals and help staff with professional development;
• Coordinate with ownership, landlord and management company to address emergencies, schedule repairs and coordinate routine maintenance;
• Regularly review sites for emergency procedures and ensure all sites are in compliance;
• Maintain lease, contact and asset database, updates all electronic lease files and rent tracker;
• Oversight of project management duties including tracking contractor payments, coordinating subcontractors and vendors, manage move logistics and other project related events for new construction and renovation/repair projects;
• Bid, review and coordinate HVAC preventive maintenance program; manage PM visit schedule, cost analysis and communication;
• Oversee in the selection and performance of vendor services, including preparation of request for proposals and service agreements. Monitor vendor performance to ensure compliance and standards established in the service agreement are being met. Vendors include pest control, carting, data cabling, cleaning services, movers, security, custodial and furniture. Reconcile and submit vendor invoices;
• Responsible for property safety compliance standards, assist in the Fire and Life Safety training, and maintain the building emergency response plans and procedures, along with related documentation; and;
• Create Property Management summaries and reports.
• Oversight of day-to-day aspects of major capital and repair projects;
• Planning, bidding and interviewing of contractors, subcontractors and project related vendors;
• Tracking of project budget, ensure that all aspects of project are within scope and cost. Identify issues, address problems, actively problem solve;
• Tracking of schedule, maintaining that projects stay on time. Identify schedule risks, communicate back to Director of Admin Ops;
• Regularly inspect project site, confirm progress is in accordance to contract and lease documents;
• Review change orders and progress requisitions. Review closeout projects, review, approve/reject and submit invoices;
• Communicate project updates through reports and internal meetings;
• Review and develop scope for furniture, equipment and vehicle purchases;
• Security device management; and;
• Oversee leasehold improvements, large scale repair projects between $5,000-$50,000. Bid and hire contractors, execute project, manage closeout.

Requirements

• Qualifications: High school diploma and at least 10 years' experience in facilities management, maintenance and renovations; or a trade license and 5 years' experience (e.g. electrician, plumbing, HVAC). Ability to read construction, furniture and cabling documents.
• Knowledge of all aspects of building systems, contractual maintenance, construction and related services. Excellent organizational and problem-solving skills and meticulous attention to detail required. Supervisory experience both with in-house staff and in project management required. Must be able to effectively meet deadlines.
• The candidate must have excellent communication skills and the ability to communicate with all levels of management. The ideal candidate will have strong interpersonal, coaching and administrative skills. A valid New York drivers’ license and fewer than three points on the driving record is required. Must be proficient in Microsoft Office.

Skills

Required

• Meticulous attention to detail
• Ability to effectively meet deadlines
• Excellent communication skills
• Proficient in Microsoft Office

Benefits

• Benefits: The Center for Justice Innovation offers an excellent benefits package including comprehensive healthcare with a national network, free basic dental coverage, vision insurance, short-term and long-term disability, life insurance, and flexible spending accounts including commuter FSA. We prioritize mental health care for our staff and offer services like Talkspace and Ginger through our healthcare plans. We offer a 403(b) retirement plan with a two-to-one employer contribution up to 5%.
• Compensation: The compensation range for this position is $105,000 - $135,000 and is commensurate with experience.