Office Facilities Manager

About the Role

The Office & Facilities Manager 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 Office & Facilities Manager will report to the Chief of Office & Facilities Management.

Responsibilities

• Assist with overseeing day-to-day operations, directing maintenance activities, ensuring overall safety and functionality of the corporation's office space physical infrastructure.
• Coordinate and oversee preventive maintenance, repairs and technical services for building systems such HVAC, lighting, electrical and plumbing.
• Support the development and implementation of departmental goals, policies, and strategic plans, ensuring alignment with corporation objectives and compliance with internal procedures for all office space related activities.
• Assist in developing, administering, and overseeing departmental budgets.
• Serve as a point of contact for all office-related requests, coordinate seating assignments for new hires and internal moves.
• Support the selection process of vendors and the purchase of office equipment and supplies, managing existing vendor partnerships, obtain new contracts, implement, and reinforce corporation policies and procedures.
• Assist in maintaining corporate insurance policies, file insurance claims, obtain and review required proof of insurance from contractors and vendors.
• Facilitate office renovation projects, including design, expediting, securing DOB permits and installation, manage space development and provide recommendations on how to increase space efficiency.
• Maintain ordering, tracking office supplies inventory and equipment to ensure a productive and safe environment.
• Act as the primary backup for procurement and inventory functions, manage the purchase order system, resolve discrepancies and conduct reconciliation processes to ensure accuracy and compliance.
• Place orders for routine purchases, manage office supplies contracts and related purchasing documents.
• Assist in managing the corporation's fleet operations, including leasing, maintenance, compliance, budgeting, and reporting to ensure efficiency, safety, and cost-effectiveness.

Qualifications

• Bachelor's degree preferred.
• Three to five years of experience providing operational support in a professional office setting.
• Ability to communicate professionally with people at all levels of the organization and external contacts.
• Knowledge of expense control and financial management.
• Knowledge of inventory control policies and procedures.
• Knowledge of purchasing processes and procedures.
• Proficient in Microsoft Office such as Word, Excel, Outlook, etc.
• Must have a valid driver's license, driving experience and be able to drive if needed.
• Ability to perform hands on tasks and lift at least 25 pounds.

Pay

$95,000 to $110,000

Benefits

• 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.