Director, Office Services - New York City Housing Development Corporation

Company: Sate Housing Finance Agencies (HFAs)
Location: New York
Posted on: November 7, 2024

Job Description:

Organization: New York City Housing Development CorporationThe New York City Housing Development Corporation (HDC) is a public benefit corporation and the nation's largest municipal Housing Finance Agency. HDC's programs support the construction and preservation of multi-family affordable housing in New York City.Area of Talent: Office ServicesPosition Type: Full Time/ExemptSalary Range: $115,000 to $130,000Location: NYC/Financial DistrictPosition Summary: The Director of Office Services 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 Director will report to the Chief of Office & Facilities Management.Responsibilities:

• Oversee the day-to-day operations, management, and maintenance of the company's facility.
• Coordinate and manage equipment repairs and maintenance tasks, work closely with HDC vendors, ensuring that work is completed in an efficient, cost-effective, and safe manner.
• Manage renewal and securing maintenance contracts, soliciting competitive bids, coordinating the entire bidding process, selecting contractors, scheduling service visits and repairs, reviewing invoices.
• Work with building management on repairs, maintenance, and general facility-related issues; solve office related problems and determine best solutions.
• Oversee office renovation projects, including design, expediting, securing DOB permits and installation, manage space development and provide recommendations on how to increase space efficiency.
• Assist with tracking and analyzing operational costs and monitoring budget.
• Assist with developing and implementing procedures and policies for all office space related activities.
• Assist in supervising, training, and supporting team of administrative staff, coordinating ongoing professional development.
• Oversee the selection of vendors and purchase of office equipment and supplies, manage existing vendor partnerships, obtain new contracts, implement, and reinforce HDC's policies and procedures; inventory and maintaining of office supplies.
• Serve as a backup for processing invoices, creating Purchase Orders, etc.
• Manage record keeping and oversee mailroom, reception, and other internal operations.
• Oversee the operation of HDC's fleet, including maintenance, repairs, reinforcing procedures, processing parking violations, gas receipts and invoices, securing parking permits, registrations, and inspections renewals, manage E-Z pass account, securing new vehicles through competitive bidding process, manage vehicle calendar and generate car usage reports.
• Serve as a point of contact for all office-related requests, coordinate seating assignments and relocations.
• Manage security systems, maintenance of hardware and software, access cards and reports.
• Assist with HDC's corporate insurance policies, file insurance claims, obtain and review required proof of insurance from contractors and vendors.
• Act as a Fire Safety Warden, manage HDC's fire brigade, coordinate fire drills with building management.
• Assist with preparing departmental budget; completing reports on actual versus forecasted revenue, updating administrative reports that facilitate operational changes and responsibilities.
• Allocate resources and ensure operational compliance with industry and corporate standards.Required Qualifications:
• Bachelor's degree strongly preferred.
• Minimum of five years of managerial experience directly supervising an administrative team.
• Minimum of three years of experience providing operational support in a professional office setting.
• Must have a valid driver's license, driving experience and be able to drive if needed.Preferred Skills and Qualifications:
• Detail oriented with excellent communication, organizational and analytical/problem solving skills.
• Superior interpersonal, verbal, and written communication skills.
• Ability to adapt to different working environments and situations quickly.
• Highly proficient in Microsoft Office such as Word, Excel, Outlook, etc.
• Experience with a Purchase Order system.
• Solid business judgement and ability to work independently.
• Ability to handle multiple tasks, prioritize duties and responsibilities, implement new strategies.
• Strong leadership skills with the ability to develop and guide staff to succeed in their role.
• Ability to build relationships with external parties.
• Knowledge of expense control and financial management.
• Ability to visually inspect conditions and equipment to determine that standards are met.
• Comprehensive knowledge and experience in the design, operation, and maintenance of building systems - including HVAC, electrical and plumbing systems, building design and construction, project delivery.
• Facilities Management Certificate.
• Certified Manager of Commercial Properties.
• Building Systems Maintenance Certificate.All HDC hires must be vaccinated against the COVID-19 virus unless they have been granted a reasonable accommodation for religion or disability.If you are offered employment, this requirement must be met by your date of hire, unless a reasonable accommodation for exemption is received and approved by HDC.Apply Online:
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Keywords: Sate Housing Finance Agencies (HFAs), Cherry Hill , Director, Office Services - New York City Housing Development Corporation, Professions , New York, New Jersey